103 

C65 
1919 

DOCS 


B  M  E3T  qa? 


SPECIAL  REGULATIONS  NO.  57 


Company  Administration 

PREPARATION.  DISPOSITION.  AND 

FILING  OF  COMPANY  RECORDS, 

REPORTS,  AND  RETURNS 


V 


Prepared  in  tae  o£ce  of 
The  Adjutant  General  oi  the  Army 


1919 


WASHINGTON 

GOVERNMENT  PRINTING  OFHCE 

1919 


SPECIAL  REGULATIONS  NO.  57 


r. 


Company  Administration 

PREPARATION.  DISPOSITION.  i^^JvID 

FILING  OF  COMPANY  RECORDS, 

REPORTS,  AND  RETURNS 


V 


Prepared  in  tLe  office  of 
The  Adjutant  General  oi  the  Army 


1919 


WASHINGTON 

GOVERNMENT  PRINTING  OFHCE 

I9I9 


SPECIAL  REGULATIONS  No.  57. 


WAR  DEPARTMENT, 
Washington,  November  5,  1919. 
The  following  regulations  governing  the  preparation,   disposition, 
and  filing  of  company  records,  reports,  returns,  etc.,  prepared  in  the 
office  of  The  Adjutant  General  of  the  Army,  are  published  for  the 
information  and  guidance  of  all  concerned. 
[062.12,  A.  G.  O.] 

By  ordeu  of  the  Secretasy  of  Was  : 

PEYTON  O.  MARCH, 
Oeneral,  Chief  of  Staff. 
Official  : 

P.  C.  HARRIS, 

The  Adjutant  General. 
2 


TABLE   OF  CONTENTS. 


Paragraph. 

I.  General   instructions 1-4 

II.  List  of  records,  reports,  and  returns  required 

in  company  administration 5-0 

III.  Daily  company   reports 7-;}4 

IV.  Periodical  company  reports  and  returns 35-60 

V.  Company  property  records 61-78 

VI.  Other  company  records 79-102 

VII.  Individual   records 10.3-130 

VIII.  Blank  forms 131-181 

IX.  Application  and  coordination 1S2-198 

X.  Company  field  desk 199-219 

3 


'00  cs 


PREPARATION,  DISPOSITION,  AND  FILING  OF  COMPANY 
RECORDS,  REPORTS,  AND  RETURNS. 


Section  I. 
GENERAL  INSTRUCTIONS. 


Paragraph. 

Prescribed  methods  only  to  be  used 1 

The  term  "  company  "  dcflned 2 

Files 3 

Abb^e^iations 4 


1.  Prescribed  methods  only  to  be  used. — a.  The  method  of  keep- 
ing records  in  companies,  instructions  for  use  of  blank  forms  used  in 
company  administration,  and  the  method  of  using  the  company  field 
desli  prescribed  in  these  regulations  will  be  strictly  adhered  to.  The 
use  of  books,  cards  or  slips  of  paper  for  the  purpose  of  keeping  or 
recording  data  pertaining  to  company  records,  except  as  provided  in 
these  regulations,  is  prohibited.  The  records  will  be  kept  up  to  date 
at  all  times  so  far  as  the  exigencies  of  the  service  permit. 

b.  To  insure  the  proper  procedure,  frequent  and  thorough  inspections 
of  the  records  of  companies  will  be  made  under  the  direction  of  the 
regimental,  separate  battalion,  or  similar  unit  commander.  Similar 
inspections  will  be  made,  under  the  direction  of  division,  post,  camp, 
or  other  station  commander,  of  the  records  of  separate  and  detached 
companies.  Instructions  will  be  given  by  the  inspecting  officer  for 
the  correction  of  any  irregularities  found. 

2.  The  term  "  company  '*  defined. — o.  Whenever  the  term  "  com- 
pany "  is  used  in  these  regulations,  it  will  be  understood  to  apply  with 
equal  force  to  a  troop,  battery,  or  other  unit  or  detachment  similar 
to  a  company  in  organization  or  administration.     (Par.  9.) 

h.  A  separate  company  is  one  which  is  not  a  part  of  a  regiment, 
separate  battalion  or  similar  unit,  e.  g.,  division  headquarters  troop, 
engineer  train,  mobile  ordnance  repair  shop,  etc. 

c.  A  detached  company  is  one  which  is  part  of  a  regiment,  separate 
battalion  or  similar  unit  but  is  detached  and  serving  away  from  the 
headquarters  of  the  regiment,  separate  battalion,  or  similar  unit.  A 
company  detached  from  its  regiment  but  serving  with  a  battalion  of 
which  it  is  a  part,  or  serving  with  a  provisional  battalion,  is  con- 
sidered as  a  separate  company  when  rendering  returns,  but  not  sepa- 
rate with  reference  to  pay  rolls  or  reports  of  change.  (Pars.  35,  39, 
and  51.) 

A  detached  company  serving  alone  renders  returns,  reports  of  change 
and  pay  rolls  as  a  separate  company. 

3.  Files. — The  preparation,  handling,  and  preservation  of  records, 
reports,  and  papers  in  a  company  in  connection  with  the  company  field 
desk  involves  the  use  of  four  files,  referred  to  herein  as  the  service 
record  file,  miscellaneous  file,  five-year  file,  and  permanent  file.  These 
are  accommodated  in  four  or  more  trays  as  described  in  Section  X 
of  these  regulations.  The  use  of  other  containers,  files,  or  filing  sys- 
tems in  lieu  of  those  prescribed  herein  is  prohibited. 

4.  Abbreyiations. — Abbreviations  used  in  the  preparation  of  rec- 
ords, reports,  returns,  etc.,  will  conform  to  those  prescribed  in  Special 
Regulations  No.  56  to  the  exclusion  of  all  others  except  those  pre- 
scribed for  the  duty  roster.     (Par.  31c.) 

5 


Section  II. 

LIST  OF  RECORDS,  REPORTS,  AND  RETURNS  REQUIRED  IN 
COMPANY  ADMINISTRATION. 


Paragraph. 

Company  records,  reports,  and  returns 5 

IndiTidual  records 6 


5.  Company  records,  reports,  and  returns. — The  folluwiug  are  tlie 
records,  reports,  returns,  papers,  etc.,  required  to  be  kept  in  companies 
for  purposes  of  administration : 

a.  Morning  report  (pars.  7-22). 

6.  Sick  report  (pars.  23-27). 

c.  Duty  roster  (pars.  28-34). 

d.  Report  of  cliange  (par.  35). 

e.  Monthly  roster  of  troops  (par.  36). 

f.  Monthly  return  (pars.  37-49). 

g.  Pay  rolls  (pars.  50^60). 

h.  Company  equipment  record  (pars.  61-71). 

i.  Record  of  clothing  issues  (pars.  72-75). 

j.  Descriptive  card  of  public  animals,  in  companies  supplied  witJi 
public  animals  (pars.  76-78). 

7c.  Correspondence  book  and  document  file  (pars.  79-86). 

I.  Company  council  book  (pars.  87-96). 

m.  Company  orders  (pars.  97-100). 

n.  Record  of  small  arms  firing  (pars.  101,  102). 

6.  Individual  records. — The  following  are  the  individual  records 
required  to  be  kept  in  companies  for  purposes  of  administration : 

a.  Service  record  for  each  enlisted  man  (pars.  103-118). 

b.  Extract  from  service  record  for  each  enlisted  man  temporarily 
detached  or  permanently  separated  from  the  company  (pars.  119, 120). 

c.  Individual  equipment  record  for  each  enlisted  man  (pars. 
121-130). 


Section  III. 
DAILY  COMPANY  REPORTS. 


MORNING  REPORT. 

Paragraph. 

The  morning  report  as  the  basis  of  other  records 7 

Forms  for  .company  morning  reports 8 

Company  morning  reports,  by  whom  prepared  and  to  whom  submitted 9 

Headquarters  company  morning  reports,  by  whom  prepared 10 

Morning  report  day 11 

Attached  and  casual  officers  and  enlisted  men 12 

Name  and  grade 13 

Remarks 14 

Date  and  hour  of  change 14o 

Change    of    grade 14b 

Assignment 14c 

Transfer 14d 

Changes  in   command 14e 

Extra  and  special  duty 14f 

Sickness i4g 

Arrest   and    confinement 14h 

Detached    service 14i 

Absence  with   leave 14/ 

Absence   without   leave I4fc 

Missing  in  action 141 

Attachment 14m 

Resignation,  discharge,  and  dismissal  of  officers 14n 

Discharge  and  furlough  to  reserve  of  enlisted  men 14o 

Death,   retirement,   and   desertion 14p 

Return  of  deserter  to  military  control 14<j 

Authentication 15 

Model  sections :  Strength,  remarks,  and  ration  account 16 

Rations 17 

Station  or  location 18 

Record   of   events 19 

Additional    sheets 20 

Use  of  indelible  pencil  and  red  ink 21 

Filing 22 

SICK    REPORT. 

Company  sick  report,  Form  No.  339,  A.  G.  O 23 

Line  of  duty 24 

Erasures 25 

Authentication 26 

Filing 27 

DDTT   ROSTER. 

Duty  roster,  Form  No.  342,  A.  G.  O 28 

Roster  for  guard  duty 29 

Roster  for  other  duties 30 

Preparation  and  amendment  of  roster 31 

Exceptions 32 

Filing 33 

Model 34 

7 


COMPANY  ADMINISTRATION. 


MOBNINO  BEPOBT. 


7.  The  morning  report  as  the  basis  of  other  records. — The  morn- 
ing report  is  a  daily  history  of  the  company.  It  is  permanently  pre- 
served and  furuislies  basic  information  for  other  company  -records 
and  for  reports  and  returns  rendered  to  tlie  War  Department. 
Great  care  should  tlierefore  be  used  in  tbe  preparation  of  the  morning 
report  to  the  end  that  errors  may  be  eliminated.  Models  of  the 
tabulation,  "Remarks"  and  ration  account  sections  of  the  morning 
report  are  shown  in  paragraph  16,  and  a  model  for  the  "Record  of 
events  "  section  is  shown  in  paragraph  19. 

8.  Forms  for  company  morning  reports. — Company  morning  re- 
ports are  prepared  on  Form  No.  332,  A.  G.  O.,  and  headquarters  com- 
pany morning  report  on  Form  No.  333,  A.  G.  O.  Every  officer  and 
enlisted  man  of  the  Army  on  the  active  list,  and  every  retired  officer 
and  enlisted  man  on  active  duty,  except  individual  officers  detached 
and  serving  alone,  will  be  accounted  for  daily  on  a  morning  report. 

9.  Company  morning  reports,  by  whom  prepared  and  to  whom 
submitted.—^.  Company  morning  reports  are  prepared  by: 

(1)  Companies,  troops,  and  batteries  of  all  arms,  corps,  depart- 
ments, and  machine-gun  and  supply  companies  and  troops. 

(2)  Division  headquarters  troops,  engineer  trains,  and  mobile  ord- 
nance repair  shops. 

(3)  Corps  mobile  veterinary  hospitals,  base  veterinary  hospitals, 
veterinary  hospitals,  ambulance  service  section,  mechanical  repair 
shop  units,  advance  animal  transport  depots,  base  animal  transport 
depots,  field  remount  depots,  auxiliary  remount  depots,  animal  em- 
barkation depots,  remount  squadrons,  ship  repair  shops,  graves  regis- 
tration sections,  aero  squadrons,  headquarters  motor  commands,  serv- 
ice park  units,  repair  groups,  and  repair  sections  when  detached. 

(4)  All  other  units,  establishments,  and  institutions  similar  in 
organization  and  administration  to  a  company  and  not  provided  for 
in  subparagraphs  (2)  and  (3)  above,  or  in  paragraph  10. 

(5)  All  detachments,  except  detachments  of  enUsted  specialists  of 
the  Coast  Artillery  Corps  and  headquarters  detachments. 

6.  Company  morning  reports  are  submitted  to  the  commanding 
ofBcer  of  the  regiment,  separate  or  detached  battalion,  or  similar 
unit,  or  In  case  of  separate  or  detached  companies  and  detachments 
to  the  commanding  officer  of  the  next  higher  administrative  unit,  or  of 
the  post,  camp,  or  other  station. 

10.  Headquarters  company  morning  reports,  by  whom  pre- 
pared.— Headquarters  company  morning  reports  are  prepared  by 
headquarters  companies  and  troops  of  regiments  and  by  Engineer  and 
Coast  Artillery  bands.  They  are  submitted  to  the  commanding  officer 
of  the  regiment,  or  in  the  case  of  Engineer  and  Coast  Artillery  bands, 
to  the  commanding  officer  of  the  regiment,  post,  camp,  or  other  station. 

11.  Morning  report  day. — The  morning  report  day  is  the  period 
from  midnight  to  midnight.  The  morning  report  will  show  by  tabula- 
tion the  condition  of  the  company,  detachment,  headquarters,  office  of 
staff  corps  or  department,  etc.,  at  the  end  of  the  day  covered  by  the 
date  of  the  report;  and  by  appropriate  explanatory  remarks,  all 
changes  in  duties  and  status  of  officers  and  enlisted  men  that  occurred 
during  the  day. 


COMPANY  ADMINISTRATION.  '   9 

12.  Attached  and  casual  officers  and  enlisted  men. — In  prepar- 
ing company  and  headquarters  company  morning  reports,  the  follow- 
ing instructions  in  regard  to  attached  and  casual  officers  and  enlisted 
men  will  govern. 

a.  Attached  officers  and  enlisted  men  belonging  to  other  companies 
or  detachments  of  the  same  regiment,  separate  battalion,  or  similar 
unit  will  be  shown  in  red  inli  in  the  columns  for  "  Attached  "  and 
"  Attached  for  duty."  All  other  attached  officers  and  enlisted  men 
will  be  shown  in  black-ink  figures.  In  case  the  company  or  head- 
quarters company  morning  report  is  submitted  to  the  post  or  other 
station  commander  instead  of  to  a  regimental,  separate  battalion,  or 
similar  unit  commander,  the  red-ink  figures  in  these  columns  will 
include  attached  officers  and  enlisted  men  belonging  to  the  same  post 
or  station.  Such  attached  officers  and  enlisted  men  will  be  reported 
as  on  special  duty  on  the  morning  report  of  the  companies  to  which 
they  belong. 

6.  Enlisted  men  shown  in  the  column  for  "  Attached  for  rations 
only  "  will  be  accounted  for  on  some  other  company  or  headquarters 
company  morning  report,  or  on  the  headquarters  morning  report  of 
the  regiment,  or  other  similar  unit,  or  of  the  post  or  station.  (Par. 
41;  and  S.  R.  No.  58.) 

13.  Name  and  grade. — a.  The  surname  only  will  be  recorded  in  the 
column  for  "  Remarks  "  unless  there  are  two  or  more  officers  or  en- 
listed men  of  the  same  surname  in  the  company  or  detachment,  in 
which  case  the  initials  will  follow  the  name.  When  there  are  two 
or  more  enlisted  men  of  the  same  surname  and  initials  in  the  com- 
pany or  detachment,  the  Army  serial  number  will  be  stated  after  the 
name  and  the  initials  omitted. 

Examples : 

(1)  "Pvt  Smith,  duty  to  hosp." 

(2)  "  Pvt  Smith,  E.  T.,  duty  to  hosp." 

(3)  "  Pvt  Smith  114,789,  duty  to  hosp." 

b.  When  the  same  remark  is  to  be  recorded  concerning  two  or  more 
individuals  of  the  same  grade  their  names  will  be  grouped  and  their 
grade  indicated  only  once. 

Examples : 

(1)  "Pvts  Henderson,  Johnson  and  Smith,  duty  to  arrest." 

(2)  "Pvts  Icl  Johnson  and  Smith  and  Pvts  Henderson  and 
Jones,  AWOL  to  conf." 

14.  Remarks. — In  the  column  for  "Remarks"  will  be  carefully 
recorded  all  changes  of  duty  and  status  of  officers  and  enlisted  men, 
as  follows : 

a.  Date  and  hour  of  change. — In  case  of  a  change  of  duty  or  status 
that  occurred  on  a  date  prior  to  that  covered  by  the  report,  the  actual 
date  of  the  change  will  be  stated.  The  absence  of  a  date  after  a 
remark  indicates  that  the  change  occurred  on  the  date  covered  by  the 
report.  The  hour  a  change  of  duty  or  status  occurs  will  not  be  stated 
except  when  necessai-y  to  determine  *'  strength  for  rations "  as  ex- 
plained in  paragraph  17. 

Examples : 

(1)  " Duty  to  hosp."     (Usual  form  of  remark.) 

(2)  "Duty  to  hosp  Mar  15/18."  (Form  of  remark  in  case  the 
soldier  was  admitted  to  hospital  on  a  date  prior  to  that  of  the 
report. ) 

(3)  "  Duty  to  hosp  4.00  p.  m." 


10  COMPAirr  ADMINISTRATION. 

6.  Change  of  grade. — All  changes  of  rank  or  grade  will  be  stated. 
(Pars.  97  and  184.) 
Examples : 

(1)  "  Corp  Caswell  aptd  sgt." 

(2)  "Sgt  Roth  aptd  mess  sgt." 

(3)  "Corp  Bruce  rd  to  pvt." 

If  the  officer  or  enlisted  msin  is  not  "  for  duty  "  on  the  date  of  the 
change  of  rank  or  grade,  his  actual  status  will  be  indicated. 
Example:     (4)  "Corp  Caswell  SD  aptd  sgt." 

c.  Assignment. — The  fact  of  assignment,  whether  or  not  the  officer 
or  enlisted  man  has  joined  the  command,  and  if  not,  his  status,  will 
be  noted.     (Par.  185.) 

Examples : 

(1)  "Pvt  Ball  asgd  to  and  joined  Co." 

(2)  "  1st  Lt  Wilson  asgd  to  Co  DS  enroute  to  join." 

When  a  single  entry  involves  a  number  of  individuals,  a  general 
entry  may  be  made,  as  below,  since  in  this  case  the  pers(5anel  adjutant 
is  already  in  possession  of  the  names.  Should  it  appear  advisable  to 
record  the  names  on  the  morning  report  they  may  be  appended  in 
the  record  of  events  for  the  day  with  suitable  reference  to  the 
entry  under  "Remarks."     (Par.  19.) 

(3)  "14  Rets  asgd  to  and  joined  Co." 

d.  Transfer. — The  organization,  staff  corps,  or  department,  or  sta- 
tion from  which  or  that  to  which  transferred  will  be  given,  together 
with  a  statement  showing  whether  or  not  the  officer  or  enlisted  man 
has  joined  his  new  command,  and  if  not,  his  status.     (Pars.  185,  186.) 

Examples : 

(1)  "Pvt  Daniels  transfd  to  15th  MG  Bn,  attached  to  MG  Co 
for  duty." 

(2)  "Pvt  Webber  transfd  fr  Co  B,  joined." 

(3)  "Pvt  Johnson  transfd  fr  56th   Depot   Brig,   DS   enroute 
to  join." 

When  a  single  entry  involves  a  number  of  individuals  a  general 
entry  may  be  made,  as  below,  since  in  this  case  the  personnel  ad- 
jutant is  already  in  possession  of  the  names.  Should  it  appear  ad- 
visable to  record  the  names  on  the  Morning  Report  they  may  be  ap- 
pended in  the  Record  of  Events  for  the  day  with  suitable  reference 
to  the  entry  under  "Remarks."     (Par.  19.) 

(4)  "1  Sgt,  2  Corps,  1  Ck.  16  Pvts  transfd  to  66th  Inf  left 
company." 

If  the  dishonorable  discharge  be  suspended,  in  the  case  of  a 
soldier  sentenced  to  dishonorable  discharge  and  confinement,  the 
entry  will  be  for  instance  (par.  54,  C.  of  O.  1916,  Supl.)  : 

(5)  "Pvt    Macon,    absent    in    conf   to   transfd    to   TJSDB    Ft. 
Leavenworth  Jul  20/19."     (Par.  189c (3).) 

e.  Changes  in  eonimand. — All  changes  in  command  will  be  stated. 
Examples : 

(1)  "Capt  Smith  asgd  to  joined  and  assumed  comd,  Lt  Jones 
reld  comd." 

(2)  "Capt  Smith,  duty  to  hosp,  Lt  Jones  assumed  comd." 

(3)  "Lt  Jones  reld  comd,  duty  to  SD,  Lt  Williams  assumed 
comd." 

/.  Extra  and  special  duty. — The  assignment  to,  or  relief  from, 
any  extra  or  special  duty  that  removes  an  officer  or  enUsted  man 


COMPANY  ADMINISTRATION.  XL 

from  the  performance  of  the  usual  and  customary  duties  of  his  office 
or  grade  will  be  stated.  Special  duty  to  6e  performed  in  addition 
to  the  usual  or  customary  duty  will  not  he  noted.  The  natui'e  of  the 
extra  or  special  duty  will  not  be  stated  on  the  morning  report.  (Par. 
187.) 
Examples : 

(1)  "Pvt  Barksdale,  duty  to  SD." 

(2)  "Corp  Cook,  SD  to  duty." 

g.  Sickness. — All  cases  of  sickness  (pars.  23  and  1S8)  will  be  stated, 
and  when  the  sickness  is  the  result  of  an  injury  or  wound,  a  brief 
statement  will  be  given  of  the  nature  of  the  injury  or  wound  and 
whether  or  not  contracted  in  line  of  duty.  The  data  is  taken  from  the 
company  daily  sick  report.  (Par.  2Sd.)  In  reporting  the  departure 
of  an  officer  or  enlisted  man  to  enter  a  general  or  base  hospital,  or  a 
ho.spital  at  another  post,  camp,  or  stiition,  or  in  reporting  his  return 
therefrom,  the  name  or  location  of  the  hospital  will  be  stated.  When 
a  soldier  in  coulinemeut  is  taken  into  hospital  the  officer  of  the  day 
will  notify  the  soldier's  company  commander  of  the  exact  status  so 
that  the  change  can  be  made  on  morning  report. 

Examples : 

(1)  "  Sgt  Wilcox,  duty  to  sick  in  qrs." 

(2)  "  Pvt  Wallace,  duty  to  hosp  3  p.  m." 

(3)  "  Pvt  Wallace,  hosp  to  duty." 

(4)  "  Pvt  Icl  Jones,  hosp  to  sick  in  qrs." 

(5)  "  Corp  Dodd,  duty  to  hosp,  injured  during  bayonet  train- 
ing.   LD." 

(6)  "Pvt  Wands,  duty  to  hosp,  wounded  in  action." 

(7)  "  Corp  Dodd,  hosp  to  en  route  to  Walter  Reed  GH." 

(8)  "  Ck  Adams,  duty  to  absent  sick  Ft  Jay.  NY." 

(9)  "  Ck  Adams,  ab.sent  sick  Ft  Jay,  NY.  to  duty." 

(10)  "Pvt  Jones,  conf  to  conf  hosp." 

h.  Arrest  and  confinement. — All  cases  of  arrest  and  confinement  will 
be  stated.  In  case  of  arrest  or  confinement  at  another  post,  camp,  or 
station,  the  name  of  the  post,  camp,  or  station  will  be  stated.  In  case 
of  confinement  by  civil  authority,  the  remark  will  show  the  nature  of 
the  offense  and  whether  the  prisoner  has  been  held  for  trial,  tried,  or 
discharged  without  trial ;  and  when  tried,  whether  acquitted  or  con- 
victed. (Par.  189.)  When  a  soldier  in  confinement  in  hospital  is 
returned  to  confinement  the  officer  of  the  day  will  notify  the  soldier's 
company  commander. 

Examples : 

(1)  "Corp  Arnold,  duty  to  arrest." 

(2)  "Corp  Arnold  rd  to  Pvt,  SC,  arrest  to  duty." 

(3)  "Pvt  Wilcox,  duty  to  conf." 

(4)  "Pvt  Jordan,  arrest  to  conf." 

(5)  "Pvt  Jones,  conf  hosp  to  conf." 

(6)  "Pvt  Wilcox,  conf  to  enroute  to  conf  at  Washington  Bks, 
DC." 

(7)  "  Pvt  Hall,  duty  to  absent  in  hands  CAuth,  Baltimore,  Md, 
held  for  trial  on  charge  of  larceny." 

(8)  "  Pvt  Hall,  absent  in  hands  CAuth,  Baltimore,  Md,  to  duty, 
released  without  trial." 

(9)  "  Mec  Cromwell,  conf  to  duty." 

i.  Detached  service. — All  absence  on  duty  exceeding  24  hours,  with 
place  of  absence,  will  be  stated.    Duty  with  another  organization  at 


12  COMPANY  ADMINISTRATION. 

the  same  post  or  station  will  be  reported  as  special  duty  and  not  as 
detached  service.     (Pars.  14 f  and  100.) 
Examples : 

(1)  "Pvt  Cunningham,  duty  to  DS  at  Ft  Porter,  NY.". 

(2)  "Pvt  Cunningham,  DS  at  Ft  Porter,  NY,  to  duty." 

j.  Absence  mith  leave. — Departure  and  return  will  be  stated  In  all 
cases  of  absence  of  officers  with  leave  and  of  enlisted  men  on  furlougli- 
The  period  of  absence  authorized  will  be  stated  in  reporting  departure. 
(I'ar.  191.)  In  case  of  leave  of  absence  the  day  of  departure  is  a  day 
of  duty  and  the  day  of  return  is  a  day  of  leave ;  in  the  case  of  a  fur- 
lough both  dates  are  inclusive. 

Examples : 

(1)  "Capt  Barber,  duty  to  Iv  10  days." 

(2)  "  Sgt  Ciipps,  duty  to  fur  7  days." 

(3)  "Capt  Barber,  Iv  to  duty." 

(4)  "  Sgt  Capps,  fur  to  duty  9  p  m." 

Jc.  Absence  vnthout  leave. — Departure  and  return  in  all  cases  of  ab- 
sence without  leave  will  be  stated.  In  the  case  of  absence  without  leave 
or  in  the  hands  of  civil  authorities  the  day  of  departure  is  a  day  of 
absence  and  the  day  of  return  is  a  day  of  duty  without  regard  to 
hours.     (Par.  192.) 

Examples : 

(1)  "Mec  Cromwell,  SD  to  AWOL." 

(2)  "I\rec  Cromwell  AWOL  to  conf." 

I.  Missing  in  action. — The  number  of  officers  and  enlisted  men  by 
grade  missing  in  action  or  captured  by  the  enemy  will  be  stated. 
(Par.  193.)  Complete  information,  including  names  of  officers  and 
enlisted  men  killed,  wounded,  or  missing  in  action  or  captured  by  the 
enemy,  will  be  given  under  "Record  of  events."     (Par.  19.) 

Examples : 

(1)  "1  Sgt,  2  Corps,  and  3  Pvts  missing  in  action." 

(2)  "4  Pvts  captured  by  enemy." 

m.  Attachment. — Attachment  of  officers  and  enlisted  men  for  duty 
or  for  rations  only,  and  relief  therefrom,  will  be  stated.  When  at- 
tached for  rations  only,  the  names  of  those  attached  will  not  be  stated. 

Examples : 

(1)  "Lt  Jones  attached  for  duty." 

(2)  "Lt  Jones,  attached,  reld  fr  duty  with  Co." 

(3)  "  Pvt  Daniels,  15th  MG  Bn,  attached  for  duty." 

(4)  "3  EM  attached  for  rations  2  p.  m." 

(5)  "3  EM,  attached  for  rations,  left  Co  10  a.  m." 

n.  Resignation,  discharge,  and  dismissal  of  officers. — Resignation, 
discharge,  or  dismissal  of  officers  will  be  stated. 
Examples : 

( 1 )  "  Capt  Smith  resigned." 

(2)  "Lt  Jones  disch." 

(3)  "Lt  Williams  dismissed." 

0.  Discharge  and  furlough  to  the  reserve  of  enlisted  men. — Dis- 
charge or  furlough  to  the  reserve  of  an  enlisted  man  will  be  stated. 
The  word  "  discharged,"  abbreviated  "  disch,"  will  be  used  to  cover  all 
classes  of  discharges.    (Par.  194.) 

Examples : 

(1)  "Corp  McAlexander,  duty  to  disch." 

(2)  "  Pvt  Smith,  J.  T.,  SD  to  fur  res." 


COMPANY  ADMINISTRATION".  13 

p.  Death,  retirement,  and  desertion. — Death  (par.  195),  retirement 
(par.  196),  or  desertion  (par.  197)  of  an  officer  or  enlisted  man  will 
be  stated. 

Examples : 

(1)  "Ck  Davidson,  hosp,  died." 

(2)  "1st  Sgt  Morse,  absent  sick,  retired." 

(3)  "  Pvt  Dinvson,  AWOL  to  desertion." 

q.  Return  of  deserter  to  military  control. — The  return  of  a  deserter 
to  military  control  and  his  status  will  be  stated.     (Par.  198.) 
Examples : 

(1)  "  Desertion  to  conf." 

15.  Authentication. — a.  The  company  or  detachment  commander 
will  write  his  initials  on  the  line  with  and  immediately  following  the 
last  entry  of  the  day  under  "  Remarks." 

&.  When  the  company  or  detachment  commander  renders  reports  of 
changes  and  prepares  the  pay  rolls  of  his  organization  as  provided 
in  paragraph  35  and  paragraph  52,  he  will  also  affix  his  initials  on 
the  morning  report  as  indicated  in  subparagraph  c  for  the  personnel 
adjutant. 

c.  To  indicate  that  all  pertinent  data  from  the  column  for  "  Re- 
marks" on  the  morning  report  have  been  transcribed  to  the  proi^er 
records  and  that  the  ration  account  has  been  checked,  the  personnel 
adjutant  will  prefix  his  initials  on  the  morning  report  in  the  column 
for  "  Day  of  month,"  under  the  date  to  which  the  remarks  pertain. 

d.  In  all  cases  care  will  be  taken  to  make  each  letter  of  the  initials 
legible.     (See  model  in  paragraph  16.) 

e.  Should  the  personnel  adjutant  fail  or  neglect  to  initial  the  morn- 
ing report  as  herein  provided,  his  attention  will  be  invited  to  the 
matter  by  the  company  or  detachment  commander. 

16.  Model  sections:  Strength,  Remarks,  and  Eation  Account, — 
The  following  models  of  sections  of  the  company  morning  report 
illustrate  the  method  of  recording  on  the  morning  report  in  figures 
and  by  remarks  the  changes  in  duty  and  status  of  officers  and  enlisted 
men  of  a  company  during  a  period  of  10  days.  The  model  ration 
account  illustrates  the  method  of  recording  therein  the  strength  for 
rations  incident  to  the  changes  recorded  under  "  Remarks,"  and  the 
subseciuent  daily  computation  of  the  ration  account,  as  explained  in 
paragraph  17. 


14 


COMPANY  ADMINISTRATION. 


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COMPANY  ADMINISTRATION. 


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MEN  MESSING  WITH  ORGANIZATION 

DATE 

Daily  ATerage 

Strength  for 

Rationi 

Number  Men 
Messing  witli 
Organization 

+  or- 

Correction  (or 

Percentage 

Net  Number 
Rations  Due 
Organization 

JULY 

1 
2 

» 
4 

5 

6 

7 

8 

9 

10 

248 

246 

12 

234 

247 

245 

12 

233 

244 

242 

12 

230 

245 

243 

12 

231 

245 

243 

12 

231 

246 

244 

12 

232 

246 

244 

12 

232 

247 

244 

12 

232 

234 

231 

12 

219 

237 

234 

12 

222 

11 
12 
13 

14 
15 
16 
17 
18 
19 
20 
21 
22 
23 
24 
25 
26 
27 
28 
29 
30 
31 

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TOT 

AL  RATIONS  DUE  ORGANIZATION: 

2296 

COMPANY  ADMIITISTRATION. 


\1 


U)   :ii£' 


Insert  to  Morning  Report  for  Ration  Account. 

To  be  fastened  inside  front  cover. 


Value  of  One  Ration  During  Month:  $ 

men  authorized  to  mess  separately. 


NAME  AND  GRADE. 


PERIOD. 


Jnly 


Barker,  Lee,  1st  Sgt 

Plumber,  J.  C,  Sup  Sgt. 
Capps,  M.  M.,  Sgt 


NinVTBER  OF 
RATIONS. 


Number  of  rations  commuted 

Value  of  rations  at  $0.43 

Ten  per  cent  addition 

Total  commutation  due  men  messing  separately. 


$10. 88 


17.  Rations. — a.  (1)  A  ration  is  the  allowance  for  the  subsistence 
of  one  person  for  one  day.  The  money  value  of  rations  to  be  credited 
to  a  company  depends  upon  the  average  strength  of  the  company  mess 
during  the  ration  period.  (Par.  1220,  A.  R.)  It  is  necessary  there- 
fore to  keep,  in  the  morning  report,  a  careful  record  of  the  ration 
account  for  each  day.  The  Daily  average  strength  for  rations "  is 
the  number  for  whom  the  company  is  entitled  to  rations  and  is  found 
130207—19 2 


^8  COMPANY  ADMINISTRATION. 

by  dividing  by  3  the  sum  of  the  number  of  men  entitled  to  each  of 
the  three  meals,  breakfast,  dinner  and  supper  with  the  company,  as 
shown  by  the  figures  and  "remarks"  on  the  morning  report.  (Sub- 
par.  &.) 

(2)  Pending  the  revision  of  the  forms  for  company,  headquarters 
company,  and  headquarters  morning  reports  (Form  No.  332,  Form  No. 
333,  and  Form  No.  334,  A.  G.  O.),  the  column  heading  "Rations"  on 
the  present  forms  for  these  morning  reports  will  be  stricken  out. 
The  ration  account  will  be  kept  on  the  printed  insert  inside  the  front 
cover  of  the  morning  report.  (See  model  ration  account  in  para- 
graph 16.) 

6.  The  following  shows  the  computations  by  which  the  "  daily  aver- 
age strength  for  rations"  was  determined  in  the  model  in  para- 
graph 16: 

July  1 :  Strength  for  rations  at  midnight  June  30-July  1  is  249  and 
is  determined  from  the  data  on  the  morning  report  for  June  30.  From 
the  model  it  would  have  been  as  follows:  251  "total  present,"— 3 
"  sick  in  hospital,"+l  "attached  for  rations  only." 

The  number  "  249  "  is  the  basis  from  which  computation  is  made  of 
the  number  of  men  for  whom  the  company  is  entitled  to  rations  for 
the  day.  The  remarks  are  examined  to  determine  what  changes,  if 
any,  recorded  therein  effect  a  change  in  the  number  of  men  for  whom 
the  company  is  entitled  to  rations.  Thus,  on  the  morning  report  of 
July  1,  Sgt.  Capps  left  the  company  after  breakfast  and  before  dinner, 
there  being  no  notation  to  the  contrary  in  the  remarks  (subpar. 
c  (3) ) ;  but  since  he  receives  commutation  for  the  entire  day  the  com- 
pany can  not  take  credit  for  his  breakfast  if  it  is  given  to  him.  The 
changes  in  duty  and  status  of  Pvt.  Wilcox  and  Corp.  McAlexander 
do  not  effect  a  change  in  the  number  of  men  present  for  rations. 
Therefore  the  "  daily  average  strength  for  rations  "  is  determined  aa 
follows : 

For  breakfast 248     (Sgt.  Capps  dropped  at  midnight  as  on  furlough.) 

For  dinner 248 

For  supper 248 

3)744=248="  dally  average  strength  for  rations"  for  July  1. 
July  2 :  Strength  for  rations  at  midnight  July  1-2,  248  (250  "  total 
present,"— 3  "sick  in  hospital,"-f  1  "attached  for  rations  only"). 

For  breakfast—  248 

For  dinner 247     (Mec.  Cromwell  dropped.) 

For  supper 245     (Corp.  McAlexander  and  Sgt.  Banks  dropped.) 

3)740=2461,  or  247="  daily  average  strength  for  rations"  for 
July  2. 

July  3:  Strength  for  rations  at  midnight  July  2-3,  245  (247  "total 

present," — 3  "sick  in  hospital,"+l  "attached  for  rations  only"). 

For  breakfast 245 

For  dinner 244     (Pvts.    Jones    and    Connors    dropped ;     Sgt.    Manvlllfl 

For  supper 244         taken  up.) 

3)733=2445,  or  244^"  daily  average  strength  for  rations"  for 
July  3. 

July  4 :  strength  for  rations  at  midnight  July  3-4,  244  (247  "  total 
present," — 4  "sick  in  hospital," -fl  "attached  for  rations  only.") 

For  breakfast—  244 

For  dinner 245      (Pvt.   Macon  taken  up.) 

For  supper 245 

3)734°=:244i,  or  245="  daily  average  strength  for  rations"  for 
July  4. 


COMPANY  ADMINISTRATION.  1* 

July  5:  Strength  for  rations  at  midnight  .Inly  4^-5,  245  (247  "total 
present,"— 3  "sick  in  hospital,"+l  "attached  for  rations  only.") 

For  breakfast--  2451 

For  dinner 245>No  change. 

For  supper 245  J 

3)735=245="  daily  average  strength  for  rations"  for  July  5. 

July  6:  Stren.cth  for  rations  at  midnight  July  .5-0,  245  (247  "total 
present,"— 3  "sick  in  hospital,"+l  "attached  for  rations  only.") 

For  hrpakfast—   24.5 

For  dinner 240     (Mec.   Cromwell  and  Pvt.  Jones  taken  up  for   rations 

For  supper 246         after  breakfast  and  Pvt.  Hall  dropped. 

3)734=2453,  or  246="  dally  average  strength  for  rations"  for 
July  6. 

July  7:  Strengcth  for  rations  at  midnight  July  6-7,  246  (247  "total 
present,"— 2  "sick  in  hospital,"+l  "attached  for  rations  only.") 

For  breakfast- _   246 

For  dinner 240 

For  supper 246      (Sgt.  Capps  taken  up  after  supper.) 

3)738^246^"  daily  average  strength  for  rations"   for  July  7. 

July  8 :  Strength  for  rations  at  midnight  July  7-8,  247  (248  "  total 
present," — 2  "sick  in  hospitaI,"+l  "attached  for  rations  only.") 

For  breakfast—  247 

For  dinner 247     (Pvt.    Wilcox   dropped   and   Pvt.    Hall   taken    up    after 

For  supper 247  breakfast.) 

3} 741=247="  daily  average  strength  for  rations"  for  July  8. 
July  9 :  Strength  for  rations  at  midnight  July  8-9,  247  (248  "  total 
present," — 2  "sick  in  hospital,"+l  "  attaclied  for  rations  only.") 

For  breakfast 247 

For  dinner 228      (Pvt.    Ball    taken    up    and    20    soldiers    dropped    after 

For  supper 228  breakfast.) 

3)703=234j,  or  234="  daily  average  strength  for  rations"  for 
July  9. 

July  10:  Strength  for  rations  at  midnight  July  9-10,  228  (229 
"total  present," — 2  "sick  in  hospital,"-]- 1  "attached  for  rations 
only.") 

ikfast—  228 

(14  Rets,   taken  up  after  breakfast.) 

3)712=237i,  or  237="  daily  average  strength,  for  lutions  "  for 
July  10. 

c.  It  will  be  observed  from  the  foregoing  computations — 

(1)  That  a  fraction  of  one- third  is  disregarded,  while  a  fraction 
of  two-thirds  is  counted  as  a  unit. 

(2)  That  a  soldier  sick  in  hospital  at  the  station  of  his  company 
is  attached  to  the  hospital  for  rations ;  whereas  one  sick  in  quarters 
is  rationed  with  his  company. 

(3)  That  a  change  of  status  of  a  soldier  with  regard  to  rations  Is 
assumed  to  have  occurred  after  breakfast  and  before  dinner  unless 
otherwise  stated  in  remarks. 

(4)  That  a  soldier  in  confinement  messing  with  his  company  is  so 
accounted  for. 

d.  The  "  daily  average  strength  for  rations  "  as  determined  above 
from  the  tabulation  and  remarks  on  the  morning  report  will  be  entered 
day  by  day  in  the  column  "  Daily  Average  Strength  for  Rations  "  of 


For 

breakfast 

228 

For 

dinner 

242 

For 

supper 

242 

80  COMPANY  ADMINISTRATION. 

the  ration  account  in  the  front  of  the  morning  report.  Tlie  names  of 
men  authorized  to  mess  separately,  tlie  period  so  messed,  and  the 
number  of  rations  involved,  will  be  entered  separately  as  soon  as 
known  under  the  heading  "  Men  authorized  to  mess  separately."  At 
the  end  of  the  ration  period  this  latter  tabulation  will  give  the  amount 
of  commutation  to  be  delivered  to  the  organization  for  payment  to  the 
men  messing  separately.  The  "  Daily  average  strength  for  rations  " 
diminished  by  the  number  of  men  authorized  to  mess  separately  will 
give  the  entry  for  the  column  headed  "  Number  men  messing  with 
organization."  This  latter  figure  is  the  basis  upon  which  the  plus  or 
minus  percentage  correction  prescribed  in  paragraph  1220,  Army  Regu- 
lations, for  messes  of  various  strengths  is  made.  Having  made  the 
above  correction,  the  result  is  the  "  Net  number  rations  due  organiza- 
tion," which  is  entered  daily  under  the  column  so  headed.  The  total 
of  these  figures  for  the  ration  period  will  be  entered  on  the  ration 
return  as  described  in  paragraph  n4ff. 

18.  Station  or  location. — The  station  or  location  of  the  company 
or  detachment  will  be  stated  on  the  left  of  the  page  devoted  to 
"  Station  and  record  of  events,"  immediately  following  the  day  of  the 
month.  If  there  is  no  change  during  a  10-day  period,  the  name  of 
the  station  will  be  stated  only  once.  On  the  march,  the  camp  or 
bivouac  at  the  end  of  the  day  will  be  considered  as  the  station  or 
location  of  the  company  or  detachment  for  the  purpose  of  the  report. 
(See  model  in  paragraph  19.) 

19.  Record  of  events. — Under  this  heading  will  be  exactly  noted : 

a.  Actions  in  which  the  organization,  or  any  part  of  it,  has  been 
engaged,  reconnaissances,  marches,  maneuvers,  changes  of  station, 
with  dates,  places,  distances  marched,  etc.,  and  anything  of  particular 
Interest  relating  to  the  discipline,  efficiency,  or  service  of  the  or- 
ganization.    (See  also  paragraph  47.) 

b.  The  names  and  grades  of  officers  and  enlisted  men  killed, 
wounded  or  missing  in  action,  or  captured  by  the  enemy,  with  dates 
and  places.     (Pars.  14?  and  193.) 

Model. 


Bay  of 
month. 


Station  and  record  of  events. 


1-10 

11-14 

15 

16 

17 

18 

19 

30 


21-23 
24 


26-27 
28 


29-31 


Galveston,  Tex.    Usual  camp  duties.  .        .....     ,.,-,.- 

Oalveston,  Tex.    Usual  camp  duties.  "  '     " 

La  Marque,  Tex.    Left  Galveston  7.05  a.  m.  en  routG  to  Houston  on  practice  march; 

arrived  at  I/a  Marque  1.30  p.  m.;  distance  marched,  13  miles. 
Hulen  Parle,  Tex.    Left  La  Marque  8.30  a.  m.;  arrived  at  Hulen  Park  10.05  a.  m;. 

distance  marchod.  6i  miles. 
Webster,  Tex.    Left  Jiulen  Park  8.24  a.  m.;  arrived  at  Webster  12.10  p.  m.;  dis- 
tance marched,  9  mil'S. 
Dumont,  Tex.    Left  Webster  7.17  a.  m.;  arrived  at  Bumont  12.05  p.  m.;  distance, 

marched,  13}  miles. 
Mat^nolia  l^ark,  Houston,  Tex.    Left  Dumont  8.03  a.  m.;  arrived  at  Magnolia  Park, 

irouston,  11.40a.  m.;  distance  marched,  9  miles. 
Galveston.  Tex.    Left  Ma2;nolia  Park  6.00  a.  m. ;  arrived  railroad  station,  Houston- 

by  maroninR  4  miles.    Entrained  and  left  Houston  at  12.05  p.  m.;  arrived  at  Gal 

veston  2.15  p.  m.;  distance  traveled  by  rail,  48 miles. 
Galveston,  Tox.    L^sual  camp  dul  ies. 
At  sea  on  U.  S.  A.  T.  Kjlpatrick.    Embarked  11.30  a.  m.;  sailed  for  Vera  Cru?:, 

Mex.,  5.30  p.  m. 
On  U.  S.  A.  T.  Baipatrlcken  route  to  Vera  Cruz,  Mex. 
On  board  U.  S.  A.  T.  Kaipatrick  at  Vera  Cruz,  Mex.    Arrived  at  Vera  Cruz  at  7.30 

a.  m.    Total  distance  traveled  by  water  628  miles. 
Vera  Cruz,  Mex.    Di';embarked  at  Vera  Cruz  8.00  a.  m.  29th;  taking  station  there 

and  performing  usual  camp  duties,  provost  guard  duty  in  city,  and  outpost  duty 

south  of  city. 


COMPANY  ADMINISTRATION.  31 

20.  Additional  sheets. — Additional  sheets  will  be  attached  for  "  Re- 
marks "  and  for  "  Station  and  record  of  events,"  if  the  space  allotted 
therefor  proves  insufficient. 

21.  Use  of  indelible  pencil  and  red  ink. — Normally  the  morning 
report  will  be  prepared  with  ink,  but  whon  pen  and  ink  are  not  avail- 
able an  Indelible  pencil  may  be  used  for  the  pun^ose.  Red  ink  will 
not  be  used  in  preparing  morning  reports  except  as  prescribed  In 
paragraph  12,  and  for  ruling  off  ration  periods  within  the  month. 
(Par.  174.) 

22.  Filing. — ^The  current  morning  report  will  be  kept  in  front  of 
the  "  Reminder  "  in  the  miscellaneous  tray  of  the  company  field  desk. 
At  the  end  of  the  month  the  closed  morning  report  with  the  closed 
duty  roster  will  be  placed  in  front  of  the  month  card  of  the  month  just 
ended,  where  it  will  be  kept  for  one  year,  or  until  this  month  card 
reappears  in  front  of  the  month  cards  in  the  "  Reminder."  The 
morning  report  will  then  be  placed  in  the  front  of  the  guide  card 
"Returns"  in  the  permanent  file.     (Pars.  205  and  215.) 

SICK  BEPOBP. 

23.  Company  sick  report,  Form  No.  339,  A.  0.  0. — a.  When  an 
enlisted  man  is  in  need  of  medical  attention,  his  name  with  Army 
serial  number  wDl  be  placed  upon  the  company  sick  report  preliminary 
to  his  attendance  at  sick  call.  In  an  emergency  or  when  a  soldier  is 
in  need  of  immediate  medical  attention,  his  name  will  be  entered 
upon  the  company  sick  report  which  will  be  sent  to  the  hospital,  In- 
firmary, dispensary,  or  other  place  of  holding  sick  call,  as  soon  as 
practicable. 

b.  The  company  sick  report  consists  of  two  parts : 

(1)  The  company  officer's  report. 

(2)  The  medical  officer's  report. 

c.  (1)  The  company  officer's  report  will  be  prepared  in  the  com- 
pany and  will  be  signed  by  a  commissioned  officer  of  the  company. 
Whenever  practicable  it  should  be  completed  and  signed  before  the 
sick  report  is  sent  to  the  medical  officer. 

(2)  The  first  entry  for  each  occasion  will  be  made  on  the  line  Im- 
mediately following  the  signatures  of  the  company  officer  and  medical 
officer  to  the  preceding  entry.     (Par.  2G.) 

(3)  If  the  company  officer  can  not  state  definitely  whether  the 
alleged  sickness  or  injury  originated  In  the  line  of  duty,  he  will  place 
an  interrogation  point  (?)  in  the  column  provided  for  such  expression 
of  opinion.     (Par.  24.) 

(4)  The  sick  report  will  be  sent  to  the  place  of  holding  sick  call  by 
the  noncommissioned  officer  in  charge  of  the  detachment  of  enlisted 
men  desiring  medical  treatment  and  returned  to  the  company  by  the 
same  means. 

<Z.  The  medical  officer's  report  will  be  filled  in  and  signed  at  the 
hospital,  infirmary,  dispensary,  or  other  place  of  holding  sick  call. 
The  company  sick  report,  when  signed  by  the  medical  officer,  will  be 
returned  to  the  company  without  delay  in  order  that  the  company 
commander  may  make  disposition  of  the  enlisted  men  whose  names 
appear  thereon  in  accordance  with  the  medical  officer's  report,  namely, 
as  "  Sick  In  hospital,"  "  Sick  in  quarters,"  or  "  Duty."  There  is  no 
such  status  as  "Light  duty." 


29  COMPANY  ADMINISTRATION. 

24.  Line  of  duty. — a.  Every  disease  or  injury  suffered  by  an  of- 
ficer or  enlisted  man  wliile  in  military  service  of  the  United  States 
should  be  reported  as  originating  in  the  line  of  duty  unless  the  report- 
ing oflicor  knows  personally  or  by  credible  information,  (1)  that 
the  disease  or  injury  existed  before  the  man  entered  the  service;  (2) 
that  it  was  incurred  while  the  man  was  absent  on  furlough  or  without 
permission;  or,  (3)  that  it  resulted  from  willful  neglect  or  immoral 
conduct  of  the  man  himself.  (See  "  Line  of  duty,"  Digest  of  Opinions 
of  the  Judge  Advocate  General.) 

b.  (1)  When  a  soldier  is  unable  to  perform  duty,  sick  in  quarters 
or  in  hospital,  for  more  than  one  day  as  result  of  his  own  intemperate 
use  of  drugs  or  alcoholic  liquors  or  other  misconduct  he  forfeits  pay 
for  the  period  he  Is  unable  to  perform  duty  and  is  required  to  make 
good  the  time  lost  before  he  is  discharged  or  furloughed  to  the 
reserve  (A.  W.  107;  par.  229,  C.  of  O.).  When  the  company  com- 
mander or  the  medical  officer  is  of  the  opinion  that  the  sickness  of  a 
soldier  results  from  his  own  intemperate  use  of  drugs  or  alcoholic 
liquor  or  other  misconduct,  the  notation  "  No ;  GO  31,  1912,"  will  be 
made  in  the  columns  "  In  line  of  duty, "  as  prescribed  in  paragraph 
229,  Compilation  of  Orders.  When  the  opinions  of  the  company  com- 
mander and  medical  officer  are  in  accord,  the  finding,  if  approved  by 
the  commanding  officer,  will  be  final.  In  such  case  the  commanding 
officer  will  signify  his  approval  by  entering  the  word  "  Approved " 
with  his  official  signature  in  the  column  "  Disposition  "  opposite  the 
last  entry  of  the  name  of  the  soldier  on  the  sick  report.  If  the  com- 
manding officer  does  not  concur  in  the  finding  of  the  company  com- 
mander and  medical  officer  he  will  similarly  signify  his  disapproval 
by  entering  the  word  "  Disapproved  "  with  his  official  signature  in  the 
column  "  Disposition."  In  case  the  company  commander  and  medical 
officer  are  not  in  accord,  or  in  case  the  company  commander  and  medi- 
cal officer  ai'e  in  accord  but  the  commanding  officer  dissents,  a  board 
of  officers  will  be  convened  and  action  had  as  prescribed  in  paragraph 
229,  Compilation  of  Orders. 

(2)  When  an  entry  of  "No;  GO  31,  1912"  is  made  on  a  company 
sick  report,  the  officer  or  enlisted  man  in  whose  case  the  notation 
is  made  will  be  informed  of  the  entry  by  the  company  commander 
without  unnecessary  delay,  and  such  officer  or  enlisted  man  so  in- 
formed will  thereupon  be  afforded  an  opportunity  to  appear  before  the 
commanding  officer  and  present  his  objections  to  such  entry  and  to 
produce  and  offer  any  evidence  or  facts  which  he  desires  to  be  con- 
sidered in  connection  therewith. 

(3)  Generally,  the  sick  report  will  be  submitted  to  the  commanding 
officer  for  action  indicated  in  subparagraph  (1)  when  the  soldier  is  re- 
turned to  duty,  or  his  name  otherwise  dropped  from  the  sick  report ; 
but  it  may  be  submitted  for  such  action  at  an  earlier  date  when  neces- 
sary or  desirable  to  detei'mine  the  pay  status  of  the  soldier  for  the  cur- 
rent or  a  preceding  month,  or  when  the  soldier  is  to  be  transferred  to  a 
base  or  general  hospital  or  to  a  hospital  at  another  post,  camp,  or 
station. 

(4)  An  enlisted  man  in  whose  case  there  is  pending  a  question  as 
to  whether  sickness  was  the  result  of  his  own  intemperate  use  of  drugs 
or  alcoholic  liquors  or  other  misconduct  will  not  be  paid  for  any 
period  during  which  such  question  is  pending.  In  order  that  the  per- 
sonnel adjutant  may  be  informed  of  a  possible  stoppage  of  pay  of  the 


COMPANY  ADMINISTRATION.  28 

soldier,  the  sick  report  will  bo  sent  to  the  personnel  adjutant  as  soon 
as  practicable  after  an  entry  of  "  No ;  GO  31,  1912  "  has  been  made. 
The  personnel  adjutant,  after  making  provisional  notation  on  the  pay 
rolls  of  the  company  and  the  pay  card  of  the  soldier,  will  affix  his 
initials  in  the  column  *'  Date  "  on  the  company  sick  report  opposite 
the  name  of  the  soldier  in  the  first  entry  in  which  the  notation  "  No : 
GO  31,  1912  "  appears.  When  the  commanding  officer  approves  a  con- 
curring opinion  of  the  company  commander  and  medical  officer,  the 
sick  report  will  be  submitted  to  the  personnel  adjutant,  who,  after 
making  necessary  entries  on  the  pay  rolls  of  the  company  and  the  pay 
card  of  the  soldier,  will  affix  his  initials  in  the  "  Date  "  column  on  the 
company  sick  report  opposite  the  name  of  the  soldier  in  the  last  entry 
in  which  the  notation  "  No ;  GO  31, 1912  "  occurs.  Should  the  personnel 
adjutant  fail  or  neglect  to  initial  the  company  sick  report  as  prescribed 
in  this  subparagraph  his  attention  will  be  called  to  the  matter  by  the 
company  commander. 

(5)  The  report  of  a  board  of  officers  convened  as  contemplated  in 
subparagraph  (1),  after  final  action  thereon,  will  be  submitted  to  the 
personnel  adjutant,  who,  after  m.aking  necessary  entries  on  the  pay 
rolls  of  the  company  and  the  pay  card  of  the  soldier,  will  indorse  on  the 
report  the  words  "  Entered  on  pay  rolls  and  pay  card  "  and  add  his 
Initials.  The  report  will  then  be  transmitted  to  the  company  com- 
mander, who,  after  making  necessary  entries  on  the  service  record  of 
the  soldier,  will  indorse  on  the  report  the  words  "  Entered  on  service 
record  "  and  add  his  initials.  The  report  of  the  board  of  officers  will 
then  be  forwarded  directly  to  The  Adjutant  General  of  the  Army  for 
file  in  his  office  with  the  individual  record  of  the  enlisted  man. 

(6)  Since  no  penalty  attaches  in  case  of  an  absence  from  duty  for 
only  one  day  as  result  of  intemperate  use  of  drugs  or  alcoholic  liquors 
or  other  misconduct,  the  action  of  the  commanding  officer  in  such  case 
is  not  necessary,  and  the  sick  report  will  not  be  submitted  for  action 
indicated  in  subparagraph  (1).  However,  if  the  sick  report  was  sent 
to  the  personnel  adjutant  on  the  day  the  soldier  was  first  marked 
"  No ;  GO  31,  1912,"  although  the  duration  of  sickness  did  not  exceed 
one  day,  it  will  again  be  submitted  to  the  personnel  adjutant,  who, 
after  making  necessary  correction  of  his  provisional  entry  on  the  pay 
rolls  and  pay  card,  will  initial  the  entry  on  the  sick  report  as  pre- 
scribed in  subparagraph  (4). 

(7)  When  a  soldier  is  on  the  guardhouse  sick  report  the  officer  of 
the  day  will  perform  the  same  functions  relating  thereto  as  required 
of  the  company  commander,  and  will  notify  the  soldier's  company 
commander  of  the  soldier's  exact  status.     (Par.  14fif.) 

25.  Erasures. — Erasures  on  the  company  sick  report  are  prohibited. 
A  line  drawn  across  an  erroneous  entry  will  sufficiently  indicate  its 
elimination.  All  eliminations  and  corrections  will  be  authenticated  by 
certificate  of  the  officer  making  them,  written  on  the  margin  of  the 
page. 

28.  Authentication.— The  signatures,  rank,  and  organization  or  arm 
or  staff  corps  or  department  of  the  company  officer  and  medical  officer 
will  all  be  placed  on  the  line  immediately  below  the  last  entry  for  the 
occasion,  each  officer  signing  beneath  the  items  of  his  report. 

27.  Filing. — ^The  current  sick  report  will  be  filed  in  front  of  the 
"  Reminder  "  in  the  miscellaneous  tray  of  the  company  field  desk.  A 
sick-report  booK  will  be  completely  used  before  a  new  one  is  started. 


24  COMPANY  ADMINISTXLATIOK. 

When  completely  used,  a  sick-report  book  will  be  placed  in  front  of 
the  month  card  of  the  current  month,  where  it  will  be  kept  for  one 
year,  or  until  this  month  card  reappears  in  front  of  the  month  cards 
in  the  '*  Reminder."  The  sick  report  will  then  be  removed  and  placed 
in  the  first  year  of  the  five-year  file.     (Pars.  205, 213.) 

DUTY  BOSTEB. 

28.  The  duty  roster.  Form  No.  342,  A.  G.  0.— a.  A  duty  roster  is 
a  list  of  officers  or  men  for  duty,  with  a  record  of  the  duty  performed 
by  or  the  status  of  each.  Generally  details  for  duty  are  so  made  that 
the  one  longest  off  duty  is  the  first  for  detail.  Details  so  made  are 
said  to  be  made  by  roster.  (Par.  355  A.  R.)  In  companies  the  duty 
roster  is  kept  on  Form  No.  342,  A.  G.  O.  (See  model  in  paragraph  34.) 
The  terms  "  Duty  roster  "  and  "  Roster  of  troops  "  (par.  36)  are  used 
to  designate  different  rosters  and  must  not  be  confused. 

6.  Company  commanders  will  supervise  the  keeping  of  company 
duty  rosters.     All  duties  performed  by  roster  must  be  duly  credited, 
c.  The  duty  roster  consists  of  two  parts:  (1)  roster  for  guard  duty, 
(2)  roster  for  other  duties. 

29.  Eoster  for  gnard  duty.— a.  On  the  roster  for  guard  duty  each 
soldier  will  be  charged  with  the  number  of  days  he  has  been  present 
and  available  for  guard  duty  since  his  last  tour,  with  the  exception 
that  when  not  available  on  account  of  absence  without  leave,  in  arrest, 
in  confinement  or  on  pass,  he  will  be  charged  the  same  as  if  he  had. 
been  present  and  available,  the  numerals  being  inserted  in  the  square 
just  above  the  letter  indicating  his  status.  (See  model  in  para- 
graph 34.) 

6.  A  soldier  on  furlough,  detached  service,  extra  duty,  special  duty, 
missing  in  action,  or  present  or  absent  sick,  will  not  be  charged  for 
days  off  duty  while  not  available,  and  upon  returning  to  duty  will 
resume  the  status  on  the  roster  he  had  when  he  became  nonavailable. 

c.  The  soldier  longest  off  duty,  as  indicated  by  the  numeral  in  the 
date  column,  will  ordinarily  be  the  first  for  detail  for  guard. 

d.  If  the  soldier  is  available  but  not  required  for  guard  duty,  the 
numeral  showing  the  number  of  days  since  he  performed  guard  duty 
will  be  placed  in  the  proper  place  opposite  his  name.  The  performance 
of  a  tour  of  main  guard  duty  is  indicated  thus:  ////,.  Any  special 
guard  duty,  such  as  stable  guard,  may  be  similarly  indicated,  with 
the  addition  of  the  initial  letter  in  the  open  half  space,  thus:  Sf/n,. 

e.  The  detail  for  supernumerary  should  fall  generally  to  the  man 
next  for  detail. 

30.  Eoster  for  other  duties.— o.  At  the  beginning  of  the  month, 
in  the  proper  column  opposite  each  man's  name,  will  be  inserted  the 
date  when  he  last  performed  the  duty  specified,  using  the  abbreviated 
name  of  the  month  and  the  numeral. 

6.  The  soldier  longest  off  duty  as  indicated  by  the  date  when  last 
performed,  or  absence  of  date,  will  be  ordinarily  the  first  for  detail 
for  the  duty.  When  a  detail  for  any  one  of  these  duties  has  been 
determined  upon,  a  horizontal  line  will  be  drawn  through  the  date 
indicating  when  the  duty  was  last  performed  and  the  numeral  Inserted 
Indicating  the  day  of  the  month  on  which  the  duty  is  performed.  If 
again  detailed  for  this  duty  during  the  month,  a  horizontal  line  wiU 
be  drawn  through  this  last  date  and  the  numeral  indicating  the  new 
date  recorded.    ( See  model  roster. ) 


COMPANY  ADMINISTRATION.  25 

c.  The  necessary  entries  relative  to  any  regular  duty  by  roster  not 
provided  for  on  the  form  will  be  shown  in  one  of  the  blank  columns 
provided  for  that  purpose,  the  nature  of  the  duty  being  shown  in  the 
heading  of  the  column.     (See  "Detached  service"  in  model  roster.) 

d.  In  case  of  a  detail  for  detached  service  hy  roster,  a  dash  will 
follow  the  numeral  to  indicate  the  date  of  departure.  But,  since  de- 
tached service  is  a  variable  duty  as  regards  length  of  time,  it  is  the 
day  of  return  that  determines  "  when  last  performed  " ;  upon  return 
from  such  detached  service,  a  horizontal  line  will  be  drawn  through 
date  of  departure,  and  the  date  of  return  will  be  inserted  after  the 
dash.    This  does  not  apply  to  detached  service  other  than  by  roster. 

31.  Preparation  and  amendment  of  roster. — a.  Names  will  be 
entered  on  the  duty  roster  in  the  order  in  which  the  service  records 
are  filed.  (Par.  118.)  At  the  end  of  the  month  the  dates  when 
duties  were  last  performed  will  be  transferred  to  the  proper  spaces 
on  the  roster  for  the  ensuing  month,  the  roster  being  newly  arranged 
to  include  changes  during  the  past  month. 

h.  All  gains  during  the  month  will  be  taken  up  at  the  foot  of  the 
roster  following  the  last  name  entered,  indicating  the  date  effective 
by  appropriate  entry  in  the  date  column.  All  losses  will  be  recorded 
by  entering  the  word  "  discharged,"  "  transferred,"  "  died,"  "  de- 
serted," etc.,  the  entry  beginning  in  the  date  column  on  which  effective. 

c.  The  following  abbreviations  are  prescribed  for  guard  rosters  and 
supplement  Special  Regulations  No.  56  for  this  purpose  only: 

A — Absent  without  leave. 

AC — Absent  in  confinement. 

AS — ^Absent  sick. 

Ar — Arrest  in  quarters. 

C — In  confinement. 

CSk — In  confinement  sick. 

DS — On  detached  service." 

ED — On  extra  duty. 

F — On  furlough. 

P — On  pass. 

Ret — Recruit. 

SD — On  special  duty. 

Sk— Sick. 

32.  Exceptions. — Departures  from  these  instructions  may  be  author- 
ized by  the  commanding  officer  when  a  strict  application  would  allow 
an  improper  advantage  or  work  a  hardship. 

33.  Filing. — The  current  duty  roster  will  be  filed  in  front  of  the 
"  Reminder  "  in  the  tray  of  the  field  desk.  At  the  end  of  the  month 
the  closed  roster  will  be  filed  with  the  month  card  to  which  it  pertains 
until  the  card  next  appears  when  the  duty  roster  may  be  destroyed. 
(Par.  205;  par.  282,  A.  R.) 

34.  Model  duty  roster. — The  following  model  indicates  the  method 
of  keeping  the  duty  roster.  It  includes  extracts  from  the  duty  roster 
for  the  month  of  July  and  complements  the  model  morning  report 
In  paragraph  16. 


COMPANY  ADMINISTRATION. 


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Section  IV. 
PERIODICAL    COMPANY    REPORTS    AND    RETURNS. 


Paragrapb. 

Report  of  change ^& 

Roster  of  troops 


36 


COMPANI    BBTUSNS. 


Company  returns,  For  n  No.  30,  A.  G.  O.,  prepared  by 37 

Company  returns  not  prepared  by  companies  serving  at  headquarters 

of  the  regiment 38 

Detached    companies 39 

Detachments  of  staff  corps  and  departments 40 

Attached  officers  and  enlisted  men 41 

White  and  colored  troops 42 

Special  forms  for  use  by  staff  corps  and  departments 43 

Preparation  of  the  return 44 

Effective    strength 45 

Alterations  since  laJt  monthly  return 46 

Record  of  events 47 

Disposition  of  copies  of  return 48 

Filing 49 

PAT    ROLLS. 

Instructions  for  the  preparation  of  pay  rolls 50 

Preparation  of  pay  rolls  by  personnel  adjutant 51 

Pay  rolls  of  detached  companies 52 

Procedure  when  company  Is  detached 53 

Procedure  when  company  rejoins  regiment  or  station 54 

Signing  and  extension  of  pay  roll 55 

Deposits 56 

Company   collections 57 

Procedure  after  payment 6S 

Payment  by  express  or  check 59 

Part  collection  of  stoppage 60 


BEPOBT  OF  CHANGE. 

35.  Report  of  change. — When  a  separate  or  detached  company  or  a 
detachment  is  serving  alone  the  commander  thereof  will  render  re- 
ports of  changes,  Form  No.  647o,  A.  G.  O.  (enlisted  men),  and  Form 
No.  648a,  A.  G.  O.  (officers),  as  prescribed  in  Special  Regulations  No. 
.58,  or  will  designate  a  subordinate  officer  for  this  duty.  It  is  the 
duty  of  all  commanding  officers  to  see  that  reports  of  changes  are 
rendered  as  required  by  regulations.     (Cir,  No.  291,  W.  D.,  1919.) 

KOSTEE   OF   TEOOPS. 

36.  Roster  of  troops.— a.  The  company  monthly  roster  of  troops 
(Form  No.  703,  A.  G.  O.),  is  prepared  by  the  personnel  adjutant  and 
is  retained  by  him  for  use  at  the  headquarters  of  the  command  or 
station  for  a  period  of  one  month,  or  until  the  roster  for  the  succeed- 
ing month  Is  prepared,  when  it  is  transmitted  to  the  company  for  file. 
(S.  R.  No.  58.)  When  received  in  the  company  the  roster  of  troops 
will  be  filed  with  the  closed  morning  report  for  the  same  month  in 

28 


COMPANY  ADMINISTRATION.  29 

front  of  the  month  card  for  the  month  to  which  the  roster  and  morn- 
ing report  i>ertaiu,  where  it  will  be  kept  for  one  year  or  until  this 
month  card  again  appears  in  front  of  the  month  cards  in  the  "  Re- 
minder." The  roster  of  troops  will  then  be  placed  in  the  returns 
section  of  the  permanent  file.    (Pars.  22  and  215.) 

b.  When  a  separate  or  detached  company  or  a  detachment  Is  serv- 
ing alone  the  roster  of  troops  of  the  company  or  detachment  required 
by  Special  Regulations  No.  58  will  be  prepared  by  the  company  or  de- 
tachment commander  or  by  the  officer  designated  to  render  the  reports 
of  changes  for  the  company  or  detachment.     (Par.  35.) 

COMPANY  BETTJBNS. 

87.  Company  returns  (Form  No.  30,  A.  G.  0.)  are  prepared  by — 

a.  Detached  companies  and  detachments  (par.  2c)  and  separate 
companies  and  detachments  of  all  arms,  staff  corps,  and  departments 
(par.  2b). 

b.  Division  headquarters  troops,  engineer  trains,  and  mobile  ord- 
nance repair  shops. 

c.  Corps  mobile  veterinary  hospitals,  base  veterinary  hospitals, 
veterinary  hospitals,  ambulance  service  sections,  mechanical  repair 
shop  units,  advance  animal  transport  depots,  base  animal  transport 
depots,  field  remount  depots,  auxiliary  remount  depots,  animal  em- 
barkation depots,  remount  squadrons,  ship  repair  shops,  graves  regis- 
tration sections,  machine-shop  truck  units,  and  aero  squadrons. 

d.  All  other  units,  establishments,  and  institutions  similar  in  or- 
ganization and  administration  to  a  separate  company  and  not  provided 
for  in  a,  b,  and  c. 

88.  Company  returns  not  prepared  by  companies  serving  at  the 
headqaarters  of  tiie  regiment. — A  company  return  is  not  prepared 
by  a  company  serving  at  the  headquarters  of  the  regiment,  separate 
battalion,  or  similar  unit,  to  which  it  belongs.  The  data  concerning 
such  a  company  for  a  regimental  return  (Form  No.  41,  A.  G.  O.)  is 
obtained  from  headquarters  company  and  company  morning  reports. 

39.  Detached  companies. — a.  If  the  company  is  detached  from  the 
regimental  headquarters  a  return  will  be  prepared  and  will  contain 
under  the  heading  "  Record  of  events  "  the  information  concerning 
company  officers  necessary  to  prepare  the  regimental  roster  of  officers. 
(Par.  47b.)  This  information  will  not  be  entered  on  the  return  of 
a  separate  company. 

6.  If  the  detached  company  is  serving  under  a  field  officer  of  the 
regiment  the  return  will  be  forwarded  through  him.  (Pars.  813  and 
828,  A.  R.) 

40.  Detachments  of  staff  corps  and  departments  attached  to 
regiments  and  similar  units. — Detachments  of  officers  and  enlisted 
men  of  the  Medical  Department,  Ordnance  Department,  Veterinary 
Corps,  or  other  staff  corps  or  department,  assigned  to  duty  with  or 
attached  to  regiments,  separate  battalions,  or  similar  units  in  ac- 
cordance with  Tables  of  Organization,  are  accounted  for  on  the  regi- 
mental return,  and  the  same  instructions  with  regard  to  returns  of 
companies  of  a  regiment  apply  to  these  detachments. 

41.  Attached  officers  and  enlisted  men. — On  the  return  of  de- 
tached companies,  attached  officers  and  enlisted  men  belonging  to 
other  companies  of  detachments  of  the  same  regiment,  separate  bat- 


•I  COMPANY  ADMINISTRATION. 

tallon,  or  similar  unit  will  be  shown  in  red-iuk  figures.  All  other 
attached  officers  and  enlisted  men  will  be  shown  in  black-ink  figures. 
Enlisted  men  shown  on  the  company  morning  report  in  the  column 
"Attached  for  rations  only  "  will  not  be  accounted  for  on  the  company 
return.     (Pars.  12  and  14w.) 

42.  White  and  colored  troops. — For  the  purpose  of  returns  troops 
nre  classed  as  white  or  colored.  On  company  returns  the  classes  will 
be  accounted  for  on  separate  lines  as  indicated  on  the  form. 

43.  Special  forms  for  use  by  staff  corps  and  departments. — Spe- 
cial forms  for  company  returns,  if  approved  by  The  Adjutant  General 
of  the  Army,  -.vill  be  used  in  lieu  of  Form  No.  30,  A.  G.  O.,  by  com- 
panies and  detachments  of  staff  corps  and  departments  for  returns 
both  to  The  Adjutant  General  of  the  Army  and  to  the  chief  of  the  staff 
corps  or  department  concerned. 

44.  Preparation  of  the  return. — a.  The  company  return,  prepared 
on  the  first  day  of  the  month  succeeding  the  month  for  which  rendered, 
shows  the  condition  of  the  company  at  midnight  on  the  last  day  of 
the  month.  Therefore,  the  figures  on  the  line  "  Totals  "  may  be  taken 
directly  from  the  morning  report  for  the  last  day  of  the  month.  The 
figures  for  the  columns  "  Present "  and  "Absent "  may  be  taken  from 
the  columns  "  Total  present  "  and  "  Total  absent,"  and  for  the  columns 
"  Total  present  and  absent,"  "Attached,"  and  "Attached  for  duty " 
from  similarly  named  columns  on  the  morning  report.  Enlisted  men 
attached  for  rations  only  are  not  shown  on  the  return.     (Par.  41.) 

b.  The  figures  for  the  column  "  Strength  last  monthly  return  "  may 
be  taken  from  the  column  "Total  present  and  absent"  on  the  last 
monthly  return  or  from  the  column  "  Total  present  and  absent "  on 
the  morning  report  for  the  last  day  of  the  preceding  month.  The 
figures  for  the  column  "  Wounded  in  action  during  the  month  "  must 
be  compiled  from  "Remarks"  on  the  morning  report.  (Par.  14g.) 
The  figures  for  the  column  "  Missing  in  action  during  the  month " 
may  be  compiled  from  "Remarks"  on  the  morning  report  (par.  141), 
or  the  sum  of  the  figures  in  the  column  "  Missing  in  action  "  on  the 
morning  report  may  be  taken,  but  in  either  event  care  must  be  exer- 
cised to  prevent  duplication  in  case  the  name  of  a  soldier  appears  on 
the  morning  report  twice  during  the  month  as  missing  in  action. 

45.  Effective  strength. — Effective  strength  will  be  reported  only  in 
campaign,  and  in  determining  such  strength  only  those  who  are 
available  for  service  in  line  of  battle  will  be  included.  Officers  and 
enlisted  men  who  are  sick  or  disabled,  or  on  duty  in  any  of  the  staff 
or  supply  departments,  or  for  any  other  reason  are  not  available  in 
line  of  battle,  will  be  excluded. 

46.  Alterations  since  last  monthly  return. — The  data  to  be  en- 
tered under  the  heading  "  Alterations  since  last  monthly  return " 
will  be  compiled  from  "Remarks"  on  the  morning  report  (par.  14), 
extracts  from  Special  Orders,  service  records  (pars.  106  and  lOS),  ex- 
tracts from  service  records  (pars.  114,  119,  and  120),  and  reports  of 
changes  (par.  35).  The  data  included  under  this  heading  furnish 
valuable  information  for  the  records  of  the  War  Department  and  at 
the  same  time  afford  the  company  commander  a  ready  means  of 
checking  the  accuracy  of  the  return.  The  strength  shown  by  the 
column  "  Total  present  and  absent "  must  agree  with  the  "  Strength 
last  monthly  return,"  plus  or  minus  the  net  gains  or  losses  during 
the  month. 


COMPANY  ADMINISTRATION.  31 

47.  Record  of  CTents. — a.  The  information  to  be  reported  under 
the  heading  "  Record  of  events  "  is  contained  on  the  company  morn- 
ing report  under  the  heading  "  Station  and  record  of  events."  (Par. 
19a.)  The  names  and  grades  of  officers  and  enlisted  men  killed, 
wounded,  or  missing  in  action,  or  captured  by  the  enemy,  reported 
under  the  heading  "  Record  of  events "  on  the  morning  report  are 
not  reported  by  name  on  the  company  return.     (Par.  19  h.) 

b.  In  the  case  of  detached  companies  (pars.  2c  and  39)  the  names 
of  company  officers  ■will  be  reported  under  the  heading  "  Record  of 
events "  with  the  information  necessary  to  prepare  the  regimental 
roster  of  officers.     ( S.  R.  No.  58. ) 

48.  Disposition  of  copies  of  return. — a.  The  original  and  copies 
of  the  company  return  prepared  by  a  detached  or  separate  company 
will  be  disposed  of  as  indicated  below.  Copies  may  be  made  by 
carbon  process,  but  each  must  be  clear,  distinct,  and  signed. 

(1)  In  the  case  of  a  separate  company  the  original  will  be  sent 
directly  to  The  Adjutant  General  of  the  Army. 

(2)  In  the  case  of  a  detached  company  the  original  will  be  sent 
directly  to  the  regimental,  separate  battalion,  or  similar  unit  com- 
mander. 

(3)  A  copy  will  be  retained  with  the  records  of  the  organization. 

(4)  In  all  cases  a  copy  will  be  furnished  to  the  headquarters  ren- 
dering the  consolidated  return  upon  which  the  organization  is  car- 
ried— through  the  division  if  the  organization  is  a  part  thereof  and  is 
at  the  same  station. 

(5)  A  copy  will  be  furnished  to  the  chief  of  the  staff  corps  or 
department  in  case  of  troops  pertaining  thereto. 

(6)  If  the  organization  is  a  part  of  a  division  and  is  separated 
therefrom  a  copy  will  be  furnished  the  division  commander  for  his 
information. 

6.  The  disposition  of  the  original  and  all  copies  will  be  noted  below 
the  Record  of  events  on  the  retained  return ;  for  instance,  in  the  case 
of  a  separate  company  of  engineers  (par.  26). 
Original  mailed  A.  G.  O.  1  Jan-19 
Copy  mailed  to  C.  of  E.  1  Jan-19 
Copy  to  post  hq.  with  morning  report  1  Jan-19 

49.  Filing^. — The  copy  of  the  company  return  retained  with  the 
records  of  the  organization  will  be  placed  in  the  "  Reminder  "  in  front 
of  the  month  card  of  the  month  to  which  the  return  pertains,  where  it 
will  be  kept  for  one  year,  until  this  month  card  reappears,  when  the 

retained  copy  will  be  transferred  to  the  returns  section  of  the  perma- 
nent file.     ( Par.  2150  ( 2 ) . ) 

PAY   BOLLS. 

60.  Instructions  for  the  preparation  of  pay  rolls. — Instructions 
for  the  preparation  of  pay  rolls  are  contained  in  Special  Regulations 
No.  58. 

51.  Preparation  of  pay  rolls  by  personnel  adjutant. — Normally 
the  company  pay  rolls  are  prepared  by  the  personnel  adjutant  of  the 
regiment,  separate  or  detached  battalion,  or  similar  unit,  or  by  the 
personnel  adjutant  of  the  headquarters  to  which  the  morning  report 
is  submitted. 

62.  Pay  rolls  of  detached  companies. — In  case  of  a  separate  or 
detached  company  or  a  detachment  serving  alone  the  pay  rolls  are 


88  COMPANY  ADMINISTRATION. 

prepared  by  the  company  or  detachment  commander  or  by  a  subordi- 
nate officer  designated  as  personnel  adjutant.     (Par.  35.) 

58.  Procedure  when  company  is  detached. — When  a  company  Is 
to  be  detached  the  company  commander  or  the  subordinate  officer 
designated  by  liim  as  personnel  officer  will  obtain  from  the  per- 
sonnel adjutant  of  the  regiment,  separate  battalion,  or  similar  unit, 
or  from  the  personnel  adjutant  of  the  post,  camp,  or  station  in  the 
case  of  separate  companies  and  detachments,  the  pay  cards  pertaining 
to  the  company,  the  pay  roll  of  the  company  for  the  preceding  month, 
and  the  pay  roll  for  the  current  month  completed  to  date.  Upon 
arrival  at  the  new  station  these  records  will  be  turned  over  to  the 
personnel  adjutant  of  the  post,  camp,  or  station ;  or,  if  the  company 
is  to  serve  alone,  they  will  be  retained  with  the  company  records, 
being  filed  in  the  lid  section  of  the  field  desk. 

54.  Procedure  when  company  rejoins  regiment  or  station.— 
When  the  company  rejoins  the  regiment,  or  in  the  case  of  a  separate 
company  or  detachment  when  it  returns  to  its  proper  station,  the  pay 
cards,  retained  pay  rolls,  pay  rolls  upon  which  payment  has  not  yet 
been  made,  if  any,  and  the  pay  rolls  for  the  current  month  completed 
to  date  will  be  turned  over  to  the  personnel  adjutant  of  the  regiment 
or  of  the  post,  camp,  or  station. 

56.  Signing  and  extension  of  pay  roll. — a.  An  original  and  two 
carbon  copies  of  pay  rolls  will  be  prepared.  The  original,  finally  filed 
as  a  voucher  by  the  disbursing  officer,  will  be  transmitted  to  the  com- 
pany commander  to  be  signed  by  the  enlisted  men  borne  thereon  who 
are  to  receive  pay.  The  soldier's  signature  is  an  acknowledgment  of 
the  correctness  of  stoppages,  as  well  as  a  receipt  for  amounts  accruing 
to  him,  except  when  noted  as  in  subparagraph  f,  and  he  will  he  so 
advised. 

b.  The  company  commander  will  return  the  signed  roll  to  the  per- 
sonnel adjutant  who  will  transmit  It  with  the  first  carbon  copy  to  the 
disbursing  officer  for  computation. 

c.  When  the  first  carbon  copy  is  returned  to  the  personnel  adjutant 
after  computation  the  first  and  second  carbon  copies  will  be  trans- 
mitted to  the  company  commander  in  time  to  enable  him  to  extend 
the  second  carbon  copy  of  the  pay  roll  prior  to  payment.  This  exten- 
sion includes  the  copying  of  all  new  items  to  the  second  carbon  copy 
from  the  computed  first  carbon  copy. 

d.  Both  carbon  copies  are  then  returned  to  the  personnel  adjutant, 
who  retains  the  second  carbon  copy  for  reference  pending  payment, 
and  returns  the  first  carbon  copy  to  the  disbursing  otficer. 

e.  Having  been  notified  by  the  disbursing  officer  of  the  time  of  pay- 
ment, the  personnel  adjutant  sends  the  second  carbon  copy  to  the  com- 
pany in  time  for  the  payment,  following  which  it  will  be  returned  to 
the  personnel  adjutant  for  file. 

A  If  for  any  reason  a  soldier  who  has  signed  the  pay  roll  is  not 
paid,  a  notation  "  Not  paid  "  will  be  made  opposite  his  signature  on 
the  original  and  on  the  first  and  second  carbon  copies.  This  will  be 
done  in  case  the  soldier  refuses  payment  contending  the  amount  to  be 
in  error,  or  in  a  case  of  transfer,  discharge  or  death  subsequent  to 
signature  and  prior  to  payment.     (Par.  1333  A.  R.) 

56.  Deposits. — The  company  commander  will  cause  those  soldiers 
who  desire  to  make  deposits  vsdth  the  disbursing  officer  to  give  notice 
to  that  effect  when  signing  the  pay  roll,  so  that  the  proper  receipt  in 
the  soldier's  deposit  book  may  be  prepared  prior  to  payment,  ready 


COMPANY  ADMINISTRATION.  88 

for  the  disbursing  officer's  receipt  thereon  after  he  has  taken  up  the 
deposit.     (Par.  170.) 

57.  Cotopany  collections. — The  company  collection  sheet  Is  pre- 
pared before  payment  so  that  the  collections  for  various  company 
activities  may  be  made  as  soon  as  the  soldiers  leave  the  pay  table. 
In  assessing  and  making  company  collections  company  commanders 
should  be  guided  by  the  precedents  and  rulings  Imposed  by  the  Post 
Exchange  council  as  to  charges  and  percentages  accruing  to  the 
company  fund  from  company  barber,  tailor,  cobbler,  etc.  (Par.  327, 
A.  R.)  Paragraphs  15  and  loi.  Special  Regulations,  No.  59,  prescribe 
the  procedure  relative  to  company  collections  on  account  of  the  post 
exchange  (pars.  327  and  345  A.  R.).  Collections  on  account  of  Post 
Exchange  Laundry  and  Post  Laundry  must  be  differentiated.  (Par. 
192,  C.  of  O.) 

68.  Procedure  after  payment. — a.  When  the  disbursing  officer  has 
completed  the  payment  the  officer  witnessing  the  payment  will  accom- 
plish on  the  original  pay  roll  the  certificate  that  he  witnessed  the  pay- 
ment as  made  by  the  disbursing  officer,  whose  name  he  notes  on  the 
pay  roll  together  with  date  of  payment  (par.  1318,  A.  R.)  ;  and  the 
certificate  on  each  carbon  copy  that  it  is  a  true  copy  of  the  original, 
excepting  signatures  in  receipt  column  and  the  certificate  as  to  wit- 
nessing payment.     (Par.  1332,  A.  R.) 

&.  If  the  roll  has  been  prepared  by  the  personnel  adjutant,  he,  and 
not  the  company  commander,  will  certify  to  the  correctness  of  each 
roll. 

c.  As  soon  as  the  payment  is  completed  the  company  commander 
will  attest  the  receipts  made  by  the  disbursing  officer  in  the  several 
deposit  books,  make  the  required  entry  of  deposit  of  the  service 
record,  and  check  the  soldier's  name  and  deposit  on  the  advice  of 
soldier's  deposit  (Q.  M.  C.  8a),  which  should  be  prepared  in  advance 
for  transmission  direct  to  the  Quartermaster  General  of  the  Army 
as  soon  as  checked  and  signed. 

d.  In  each  case  of  a  deposit  by  a  soldier  the  corresponding  entries 
In  the  deposit  book  and  service  record  will  be  compared  and  checked, 
and  the  entries  on  service  record  will  be  initialed.  A  similar  pro- 
cedure is  had  when  deposits  are  made  at  times  other  than  at  the 
regular  monthly  payment  (pars.  167  and  170). 

69.  Payment  by  express  or  check. — In  the  cases  where  payment 
is  not  made  by  a  quartermaster  in  person,  the  money  is  forwarded  by 
express,  and  payment  Is  made  according  to  the  procedure  provided 
in  paragraphs  1320-1331,  Army  Regulations.  Where,  in  similar  cases, 
payment  can  not  be  made  by  express  the  procedure  is  indicated  by 
paragraphs  1334-1335,  Army  Regulations.  Where  payment  is  made  by 
check  the  company  commander,  at  the  soldier's  request,  will  certify  to 
his  indorsement  to  facilitate  payment.     (Par.  1331,  A.  R.) 

60.  Part  collection  of  stoppage. — In  case  of  considerable  stop- 
page or  indebtedness  against  a  soldier's  pay,  and  where  a  special 
hardship  would  be  worked  upon  the  soldier,  the  collection  may  be 
limited  to  two-thirds  of  his  pay.  In  the  case  of  a  deserter  restored  to 
duty  the  collection  of  resultant  stoppage  and  indebtedness  may  be 
limited  to  one-third  of  his  pay  under  like  circumstances.  (Par.  232, 
C  of  O.,  1916  Supl.)  If  pay  is  too  small  to  meet  Government  insur- 
ance premium,  etc.,  the  procedure  prescribed  in  paragraph  74fe,  Spe- 
cial Regulations  No.  72,  will  be  followed. 
130207 — 19 3 


Section  V. 
COMPANY  PROPERTY  RECORDS. 


COMPANY    EQUIPMENT    EECOBD. 

Paragraph. 

Equipment  A  and  B 61 

The  company  equipment  record  consists  of 62 

Property  loan  record 63 

Replenishment  of  equipment 64 

Articles  turned  in  as  surplus 65 

Articles  retained  by  a  soldier  when  transferred  or  detached 66 

Equipment  worn  out  or  otherwise  rendered  unserviceable 67 

Property  lost,  damaged,  or  destroyed 68 

Transferring  the  company  equipment 69 

Filing 70 

Audit  and  disposition 71 

EECOBD  OF  CLOTHING  ISSUES. 

Clothing  issues 72 

Individual    issues 73 

Bulk    issues 74 

Filing  and  disposition 75 

DESCEIPTIVB    CAED   OF  PUBLIC  ANIMALS. 

Preparation 76 

Filing 77 

Final    disposition 78 


COMPANY  EQUIPMENT  EECOKD. 

61.  Equipment  A  and  B. — a.  As  used  in  these  regulations,  the  term 
"  equipment "  includes  all  articles  of  ordnance,  engineer,  signal  and 
medical  property,  and  all  articles  of  quartermaster  property  issued  to 
troops.  With  reference  to  its  issue  to  and  use  by  troops,  equipment 
is  classed  as  A,  the  war  set  for  field  and  garrison  use ;  and  B,  the  drill 
set  and  other  articles  additional  to  A  for  use  at  posts  and  camps  or 
stations  of  relatively  permanent  nature.     (Cir.  No.  377,  W.  D.,  1919.) 

b.  (1)  When  an  organization  changes  station  from  one  post  or  camp 
or  station  of  a  relatively  permanent  nature  to  another  of  the  same 
category,  it  will  take  normally  Equipments  A  and  B,  Tables  I,  II,  III, 
and  IV,  Tables  of  Basic  Allowances.     (Cir.  No,  377,  W.  D.,  1919.) 

(2)  When  individual  enlisted  men  change  station  under  similar 
condition,  they  will  take  with  them  normally  the  articles  listed  in 
paragraph  122a. 

(3)  Individuals  or  organizations  concentrating  for,  or  going  on,  in- 
definite field  service  will  take  Equipment  A  only,  all  other  property 
being  turned  In  to  the  supply  officer,  except  field  desk  B  (pars.  199 
and  201),  which  will  be  stored.  Where  the  field  service  is  of  a 
definitely  temporary  nature,  the  property  other  than  Equipment  A 
will  be  stored  by  the  organization. 

34 


COMPANY  ADMINISTRATION.  f5 

(4)  Surplus  property  of  individuals  separated  from  active  service 
will  be  disposed  of  as  follows :  Clothinj;  and  articles  of  permanent 
Individual  equipment  (par.  122o)  will  be  turned  in  to  the  supply 
officer.  The  articles  will  be  listed  by  the  company  commander  upon 
shippine:  ticket  (par.  17G),  arranged  in  a  bundle,  and  sent  to  the  sup- 
ply officer  for  disposition,  as  provided  in  Special  Regulations  No.  77. 
The  supply  officer  or  his  representative  will  receipt  on  a  receiving 
report  and  return  it  at  once  to  the  company  for  file  with  the  com- 
pany property  record  until  inspected  by  the  zone  property  auditor. 
All  other  items  being  on  the  company  property  loan  record  are  com- 
pany property  and  are  handled  as  such. 

62.  The  company  equipment  record  consists  of — a.  The  property 
loan  record,  P.  &  S.  Form  No.  263B  (par.  63)  ;  and,  according  to  the 
circumstances ; 

b.  Copies  of  requisitions,  P.  &  S.  Form  No.  160,  (par.  173)  ; 

c.  Copies  of  receiving  reports,  P.  &  S.  Form  No.  257  (par.  175) ; 

d.  Copies  of  shipping  ticliets,  P.  &  S.  Form  No.  260  (par.  176)  ; 

e.  Statements  of  charges,  Form  No.  602,  A.  G.  O.  (par.  160)  ; 

f.  Copies  of  reports  of  survey.  Form  No.  196,  A.  G.  O.  (par.  142)  ; 

g.  Copies  of  inventoi-y  and  inspection  reports.  Form  No.  1,  I.  G.  D. 
(par.  178). 

63.  Property  loan  record,  P.  &  S.  Form  No.  263B. — a.  The  prop- 
erty loan  record  is  a  continuing  record  in  the  company  and  will  re- 
main with  the  company  upon  change  of  station.  The  vouchers  per- 
taining to  each  card  will  be  kept  with  or  in  it  until  inspected  by  the 
zone  property  auditor. 

6.  All  articles  of  equipment  issued  to  a  company  except  clothing, 
certain  articles  of  individual  equipment  issued  to  enlisted  men  for 
their  current  use  and  retention  upon  transfer  (see  paragraph  122a, 
and  Circular  No.  377,  W.  D.,  1919,  as  amended),  and  expendable  arti- 
cles, will  be  listed  on  the  property  loan  record.  Each  class  of  property 
will  be  listed  separately  under  appropriate  headings.  In  each  class 
items  will  be  listed  in  alphabetical  order  as  they  appear  on  the  tables 
of  basic  allowances.  A  separate  property  loan  record  will  be  kept 
for  garrison  equipment. 

c.  Transactions  will  be  recorded  on  the  property  loan  record  from 
time  to  time  as  they  occur,  the  record  being  kept  complete  and  up-to- 
date  at  all  times.  If,  under  any  item,  all  the  spaces  for  recording 
receipt  or  return  are  used,  when  the  next  transaction  occurs  the  item 
will  be  checked  thus  (V)  and  transferred  to  the  end  of  the  list 
where  the  record  will  be  continued.  Whenever  it  becomes  necessary 
to  replace  a  sheet  of  the  record  the  balances  from  the  old  record  will 
be  transferred  to  the  first  "  Balance  "  column  of  the  new  record.  The 
old  record  will  be  retained  until  inspected  by  the  zone  property 
auditor. 

d.  In  posting  items  to  the  property  loan  record  it  will  be  borne  in 
mind  that  the  columns  under  the  heading  "  Quantity  Rec'd  "  are  debit 
columns  and  those  under  "  Quantity  Ret'd  "  credit  columns. 

64.  Beplenishment  of  equipment. — a.  Instructions  concerning  the 
issue  of  clothing  are  given  in  paragraphs  72-75.  When  items  of 
equipment  are  desired  either  as  replenishment  or  as  an  original  issue, 
requisition  will  be  prepared  on  P.  &  S.  Form  No.  160  as  prescribed  In 
paragraph  173,  and  sent  to  the  supply  officer.  A  copy  of  the  requisi- 
tion will  be  retained  and  filed  with  the  property  loan  record.  The 
Issue  will  be  made  by  the  supply  officer  on  shippine  ticket,  P.  &  S. 


36  COMPANY  ADMINISTRATION. 

Form  No.  260,  a  copy  of  which  will  be  furnished  to  the  company  com- 
mander. The  company  commander  or  his  representative  will  receipt 
for  the  articles  on  the  copy  of  the  shipping  ticket  retained  by  the  sup- 
ply officer.  Except  as  noted  in  subparagraph  b.  all  articles  of  equip- 
ment except  clothing  and  individual  equipment  issued  to  enlisted 
men  for  their  permanent  retention  (par.  122a),  and  expendable  arti- 
cles, will  be  entered  on  the  property  loan  record,  the  date,  shipping 
ticket  number,  and  quantity  being  recorded  in  the  proper  columns. 
The  shipping  ticket  will  then  be  filed  with  the  requisition  as  a  voucher 
to  the  property  loan  record.     (Par.  176.) 

b.  No  entry  will  be  made  on  the  property  loan  record  of  the  receipt 
of  expendable  articles ;  nor  of  articles  of  clothing  or  equipment  issued 
to  enlisted  men  for  their  permanent  retention ;  nor  of  articles  ex- 
changed on  certificate  (pars.  67  and  176rf),  nor  of  articles  covered  by 
receiving  report  in  transferring  responsibility  in  the  company. 

c.  Articles  of  clothing  and  individual  equipment  will  be  entered  on 
Individual  equipment  records  as  prescribed  in  paragraph  122,  the 
names  of  the  enlisted  men  to  whom  the  articles  are  issued  being 
shown  on  the  shipping  ticket. 

65.  Articles  turned  in  as  surplus. — When  equipment  issued  to  a 
company  on  loan  is  returned  to  a  supply  officer,  he  will  furnish  the 
company  commander  a  receiving  report  listing  the  items  returned. 
The  articles  will  be  dropped  from  the  property  loan  record  as  returned, 
the  date,  receiving  report  number,  and  quantity  being  shown  in  proper 
columns.  The  receiving  report  will  be  filed  as  a  voucher  to  the  prop- 
erty loan  record. 

66.  Articles  retained  by  a  soldier  when  transferred  or  de- 
tached.— a.  Instructions  for  the  preparation  of  the  individual  equip- 
ment record  of  a  soldier  transferred  or  detached  are  given  in  para- 
graph 125. 

h.  Articles  of  equipment  other  than  clothing  and  individual  equip- 
ment permanently  retained  by  a  soldier  when  transferred  or  de- 
tached, together  with  any  articles  for  which  he  may  be  indebted  to  the 
United  States  at  the  time,  will  be  entered  on  a  shipping  ticket  in 
duplicate  and  the  soldier's  receipt  obtained  on  both  copies.  The 
original  will  be  forwarded  with  the  service  record  and  individual 
equipment  record  of  the  soldier ;  the  duplicate  will  be  retained. 

c.  Upon  arrival  of  the  enlisted  man  at  his  destination,  the  new  com- 
pany commander  will  take  up  the  articles  listed  on  shipping  ticket 
on  his  property  loan  record  as  received  and  file  the  original  shipping 
ticket  as  a  voucher  to  his  record.  Missing  articles  will  be  charged 
to  the  soldier  as  prescribed  in  paragraph  123. 

d.  The  old  company  commander  will  drop  the  articles  listed  on 
shipping  ticket  from  his  property  loan  record  and  file  the  duplicate 
shipping  ticket  as  a  voucher  to  Ms  record.  The  date  of  the  trans- 
action and  the  quantities  of  the  items  involved  will  be  shown  on  the 
property  loan  record,  the  entry  being  under  "  Quantity  Ret'd."  The 
notation  "  Shipping  ticket  "  will  be  made. 

67.  Equipment  worn  out  or  otherwise  rendered  unserriceable.— 
o.  With  reference  to  its  disposition,  property  is  divided  into  two 
classes — 

(1)  Property  worn  out  by  fair  wear  and  tear  in  the  service. 

(2)  Property  which  has  been  rendered  unserviceable  from  causes 
other  than  fair  wear  and  tear  in  the  service. 


COMPANY  ADMINISTRATION.  ft 

Property  of  the  first  class,  not  repairable  at  post,  may  be  turned  in 
to  the  salvage  officer  with  the  certificate  of  the  company  commander 
that  the  property  has  been  rendered  unserviceable  through  fair  wear 
and  tear  in  the  service.  If  the  articles  are  to  be  replaced,  a  requisi- 
tion for  like  articles  in  like  amounts  will  accompany  the  certificate. 
If  the  salvage  officer  concurs  with  the  company  commander,  he  will 
receive  the  articles  and  stamp  the  requisition  "  Exchanged."  The 
articles  listed  thereon  may  then  be  drawn  from  the  supply  officer. 
(See  also  subparagraph  c.)  When  a  replacement  only  is  involved,  no 
entry  of  the  property  turned  in  or  drawn  will  be  made  on  company 
property  loan  record  or  individual  equipment  record.  The  shipping 
tickets  will  be  filed,  however,  as  in  the  case  of  other  shipping  tickets. 
If  the  property  turned  in  on  certificate  is  surplus  and  its  replacement 
not  desired,  a  receiving  report  from  the  salvage  officer  will  be  filed  as 
a  voucher  to  the  company  property  record,  and  the  items  not  replaced 
will  be  dropped  from  the  property  loan  record  or  individual  equipment 
records  involved.  (Par.  678,  A.  II.)  If  there  be  disagreement  be- 
tween the  salvage  officer  and  company  commander,  the  property  will 
be  submitted  to  a  surveying  officer  and  disposed  of  as  directed  in 
paragraph  717,  Army  Regulations,  or  it  will  be  submitted  to  an  in- 
spector without  prior  action  by  a  surveying  officer. 

Property  of  the  second  class  will  be  submitted  to  a  surveying  officer, 
except  as  provided  in  paragraph  1073,  Army  Regulations,  in  case  of 
public  animals,  and  except  when  charged  on  statement  of  charges  with- 
out objection  on  the  part  of  the  person  charged,  and  will  be  disposed 
of  under  the  provisions  of  paragraph  717,  Army  Regulations.  The 
inventory  and  inspection  reports  of  this  class  of  property  will  be 
accompanied  by  the  report  of  survey.  When  the  property  is  dropped 
from  the  property  loan  record  the  report  of  survey  will  be  filed 
as  a  subvoucher  to  the  inventory  and  inspection  report  on  which  the 
property  is   dropped. 

Instructions  for  the  preparation  of  reports  of  survey  and  inventory 
and  inspection  reports  are  given  in  paragraphs  142  and  178. 

6.  (1)  If  so  authorized  by  the  approved  report  of  survey  or  the 
Inventory  and  inspection  report,  the  property  will  be  dropped  from 
the  property  loan  record,  a  copy  of  the  report  of  survey  or  the  inven- 
tory and  inspection  report  being  filed  as  a  voucher  thereto.  In  the 
column  "  S.  T.  or  R.  R.  No."  will  be  noted  "  RS "  for  report  of 
survey  or  "  I.  &  I.  R."  for  inventory  and  inspection  report,  according 
to  the  nature  of  the  voucher. 

(2)  If  any  of  the  articles  listed  on  report  of  survey  or  inventory 
and  inspection  report  are  ordered  turned  in  for  salvage  they  will  be 
listed  on  a  receiving  report  in  duplicate  and  turned  over  to  the  nearest 
salvage  officer.  The  salvage  officer  will  receipt  and  return  one  copy 
of  the  receiving  report,  which  will  be  used  as  a  voucher  to  drop  the 
articles  from  the  property  loan  record  of  the  company. 

c.  China  and  glass  ware  broken  in  service,  not  the  result  of  careless- 
ness, or  other  articles  dropped  in  accordance  with  a  stated  allowance 
for  a  given  interval  of  time,  will  be  dropped  or  exchanged  on  a  ship- 
ping ticket  prepared  in  accordance  vnth  paragraph  17Qd,  provided  the 
value  of  the  articles  does  not  exceed  the  allowance  prescribed  by  regu- 
lations. (Par.  1178,  A.  R.)  The  shipping  ticket  will  be  filed  as  a 
voucher  to  the  property  loan  record- 


38  COMPANY  ADMINISTRATION, 

68.  Property  lost,  damaged,  or  destroyed. — Instructions  for  the 
preparation  of  statement  of  charges,  Form  No.  602,  A.  G.  O.,  for  prop- 
erty lost,  damaged,  or  destroyed  through  fault  or  neglect  of  enlisted 
men,  including  deserters,  are  given  in  paragraph  160.  Instructions 
for  the  preparation  of  reports  of  survey  in  such  cases  are  given  in 
paragraph  142.  Such  reports  of  survey  are  subvouchers  to  the  state- 
ment of  charges.  Property  entered  on  statement  of  charges  will  be 
dropped  from  the  property  loan  record  as  soon  as  the  statement  of 
charges  is  received  back  from  the  personnel  ad,1utant  with  notations 
showing  that  the  charge  has  been  made  on  the  pay  rolls  of  the  com- 
pany and  the  pay  card  of  the  soldier.  At  the  end  of  the  month  the 
statement  of  charges  will  be  filed  as  a  voucher  to  the  property  loan 
record.  The  date  of  each  transaction  and  the  quantity  of  the  item 
Involved  will  be  noted  in  the  proper  column.  The  notation  *'  S.  of  C." 
(statement  of  charges)  will  be  made  in  the  column  "  S.  T.  or  R.  R. 
No." 

69.  Transferring  the  company  equipment. — ^When  the  company 
equipment  is  to  be  transferred  to  a  new  company  commander  (pars. 
661  and  662,  A.  R.),  a  certificate  on  receiving  report  in  duplicate  will 
be  prepared  as  prescribed  in  paragraph  175c,  covering  all  items  of  the 
company  equipment  actually  listed  on  property  loan  record.  After 
check  and  verification  of  the  items  and  quantities  any  new  balances 
by  reason  of  missing  articles  will  be  filled  in  and  dated.  Missing 
articles,  if  any,  will  be  listed  on  the  certificate  and  will  be  covered  by 
the  officer  responsible  therefor  by  payment  or  survey.  The  new  com- 
pany commander  will  continue  the  old  property  loan  record.  The 
original  receiving  report  will  be  filed  with  the  property  loan  record. 
Property  transferred  between  organizations  of  the  same  station  will 
be  transferred  as  provided  in  paragraph  175(7. 

70.  Filing. — The  vouchers  pertaining  to  each  property  loan  record 
envelope  and  the  clearance  covering  the  last  audit  will  be  kept  therein 
and  filed  in  the  lower  left  compartment  of  the  top  of  the  field  desk. 
(Par.  211.) 

71.  Audit  and  disposition. — The  company  equipment  record  will  be 
audited  from  time  to  time  by  the  zone  property  auditor  of  the  zone  in 
which  the  company  is  stationed.  Upon  completion  of  the  audit  and 
after  any  discrepancies  or  irregularities  found  during  the  audit  have 
been  adjusted,  the  zone  property  auditor  will  give  to  the  company 
commander  a  certificate  of  audit  covering  all  entries  made  on  the 
property  loan  record  since  the  date  of  the  last  audit.  All  vouchers 
to  the  current  property  loan  record  and  obsolete  sheets  of  the  current 
record,  if  any,  may  then  be  destroyed. 

EECOKD   OF   CLOTHING  ISSUES. 

72.  Clothing  issues. — Clothing  may  be  issued  either  directly  to  the 
enUsted  man  or  in  bulk  to  the  company.  Whenever  practicable  the 
former  method  will  be  used.  In  either  case  each  soldier  desiring  to 
draw  clothing  will  make  a  request  (single  copy  only)  to  the  company 
commander  on  Q.  M.  0.  Form  No.  165.  For  this  purpose  the  original 
and  duplicate  slips  will  be  detached  and  used  indiscriminately.  (Par. 
1157,  A.  R.) 

78.  Indiyidual  issues.— o-.  When  clothing  is  to  be  issued  to  Indi- 
vidual enlisted  men,  individual  clothing  slips  in  duplicate  (Q.  M.  C. 
Form  No.  165),  enumerating  the  articles  needed  are  prepared  in  the 


COMPANY  ADMINISTRATION.  M 

company  from  the  soldier's  individual  reiiuest.  The  quantities  and 
sizes  desired  will  be  entered,  except  that  for  men  not  yet  fitted,  sizes 
may  be  filled  in  at  the  time  of  issue  after  proper  size  has  been  deter- 
mined by  fitting.  Clothing  slips  wiil  be  numbered  as  requisitions 
from  block  of  numbers  assigned  to  the  company  by  the  supply  officer, 
but  when  more  than  one  duplicate  slip  is  prepared  and  sent  to  the 
supply  officer  on  the  same  date  and  is  accounted  for  on  the  same  ship- 
ping ticket  all  slips  will  be  given  the  same  requisition  number,  but 
each  slip  will  be  serially  numbered  also.  Both  original  and  duplicate 
will  be  sent  to  the  supply  officer.  If  a  large  number  of  men  of  an 
organization  are  to  draw  clothing  the  individual  clothing  slips  will  be 
sent  to  tlie  supply  officer  in  advance  to  permit  the  clothing  to  be 
prepared  for  issue.     (Par.  1158,  A.  R.) 

b.  At  the  time  of  issue  to  the  individual  enlisted  man  the  supply 
officer  or  his  representative  will  enter  by  carbon  process  the  quantities 
and  sizes  of  the  articles  issued,  initial  the  slips  in  the  space  "  Issued 
by,"  and  obtain  the  man's  receipt  on  botli  copies.  A  line  will  be 
drawn  through  each  blank  space  in  column  "  Quantities  issued  "  on 
original  and  duplicate  by  the  supply  officer  or  his  representative  before 
the  man  signs  the  receipt.  The  "  original "  will  be  retained  by  the 
supply  officer.  The  "  duplicate  "  will  be  returned  to  the  company  or 
detachment  commander  or  his  representative  with  the  shipping  ticket 
(P.  &  S.  Form  No.  260)  at  the  time  of  issue  or  returned  to  the  com- 
pany at  the  close  of  the  business  day  with  the  shipping  ticket  in  a 
sealed  envelope.  The  items  appearing  on  the  duplicate  slip  will  be 
entered  immediately  on  the  clothing  account  of  the  individual  equip- 
ment record  of  the  soldier  and  initialed  by  the  soldier  as  prescribed  in 
paragraph  122.  The  individual  requests  for  clothing  will  then  be 
destroyed.  The  duplicate  individual  clothing  slip  and  shipping  ticket 
will  be  filed  as  prescribed  in  paragraph  75. 

74.  Bulk  issnes. — When  clothing  is  to  be  issued  in  bulk  requisition 
in  duplicate  on  P.  &  S.  Form  No.  160  will  be  prepared,  enumerating 
the  articles  and  sizes  needed  and  showing  total  quantities  required. 
One  copy  of  the  requisition  wlU  be  retained  and  one  copy  sent  to  the 
supply  officer  who  will  prepare  the  Items  for  issue,  and  list  them  on 
shipping  ticket,  P.  &  S.  Form  No.  260.  The  supply  officer  will  send 
due  notice  to  the  company  when  the  clothing  is  ready  for  Issue. 
The  company  commander  or  his  representative,  after  verifying  the 
quantities  of  clothing  listed,  will  receipt  the  supply  officer's  retained 
copy  of  shipping  ticket.  The  clothing  will  then  be  removed  from  the 
supply  officer's  storehouse.  The  company  commander  or  an  officer 
designated  by  him  will  at  once  issue  the  clothing  to  the  enlisted  men. 
The  issuing  officer  will  enter  on  the  requests  submitted  by  the  enlisted 
men  the  quantities  issued,  initial  the  requests,  and  obtain  the  men's 
receipt  thereon,  at  the  time  of  issue.  He  will  also  enter  the  articles 
of  clothing  on  the  clothing  account  of  the  individual  equipment  records, 
as  prescribed  in  paragraph  122.  The  individual  requests  for  clothing 
submitted  by  the  men  and  copies  of  requisition  and  shipping  ticket 
will  be  filed  as  prescribed  in  paragraph  75. 

75.  Filing  and  disposition. — a.  In  case  of  individual  issues  the 
record  consists  of  the  duplicate  clothing  slips  (Q.  M.  C.  Form  No.  165) 
and  a  copy  of  the  shipping  ticket  (P.  &  S.  Form  No.  260)  ;  and  in 
case  of  bulk  issues,  of  the  individual  requests  for  clothing  submitted 
by  the  enlisted  men,  the  copy  of  the  requisition   (P.  &  S.  Form  No. 


40  COMPANY  ADMINISTRATION. 

160),  and  a  copy  of  the  shipping  ticket  (P.  &  S.  Form  No.  260). 
The  record  of  each  transaction,  as  covered  by  the  shipping  ticket,  will 
be  kept  together  as  one  packet  by  rubber  bands,  paper  clips,  or  similar 
means,  and  filed  in  the  tray  of  the  company  field  desk  in  front  of  the 
guide  card  "Clothing."  (Par.  207.)  The  records  of  various  transac- 
tions will  be  filed  in  chronological  order. 

6.  The  record  of  clothing  issues  will  be  kept  and  filed  as  prescribed 
above  until  inspected  and  cleared  by  the  zone  property  auditor.  They 
will  then  be  destroyetl.  The  clearance  issued  by  the  zone  property 
auditor  will  be  filed  in  the  tray  in  place  of  the  records  destroyed. 
When  a  new  clearance  is  issued  as  result  of  a  subsequent  inspection 
by  the  zone  property  auditor,  the  new  clearance  will  be  substituted 
in  the  file  for  the  old  one  which  will  then  be  destroyed.  By  this 
method  the  file  will  contain  nothing  but  live  records  of  issues  and  a 
clearance  covering  the  last  inspection  by  the  zone  property  auditor. 

DESCBIPTIVE   CARD    OF    PUBLIC    ANIMALS. 

76.  Preparation. — a.  Organizations  having  responsibility  for  pub- 
lic animals  will  keep  a  descriptive  card  (Form  No.  77,  A.  G.  O.)  for 
each  animal.  When  an  animal  is  received  by  the  organization  the 
descriptive  card  will  be  checked  with  the  animal  and  any  changes  or 
discrepancies  will  be  noted  below  the  last  transferring  indorsement, 
accomplished  in  the  organization  transferring  the  animal.  Notation 
of  the  new  brands  will  be  made  on  the  card.  (Pars.  1067,  1069,  and 
1070,  A.  R.) 

b.  If  no  card  is  received  one  will  be  prepared  and  marked  "  Tem- 
porary "  at  the  top  of  the  first  page  for  use  pending  receipt  of  the 
original.  In  case  a  card  has  not  been  received  with  an  animal,  ap- 
plication will  be  made  for  the  card  from  the  place  from  which  the 
animal  was  received,  unless  the  animal  has  been  newly  issued 
through  other  than  a  responsible  officer,  in  which  case  the  organiza- 
tion commander  will  prepare  the  initial  descriptive  card. 

c.  The  card,  once  prepared,  will  be  transferred  with  the  animal 
whenever  responsibility  or  accountabiliiy  therefor  changes,  new  cards 
being  appended  when  the  transfer  indorsements  are  exhausted  on  the 
original,  so  that  the  whole  may  be  a  complete  history  of  the  animal. 
The  data  on  the  front  of  the  card  describe  the  animal  at  the  date  when 
the  first  descriptive  card  was  prepared  for  the  animal. 

77.  Filing. — The  descriptive  cards  of  public  animals  will  be  filed 
in  front  of  the  guide  card  "  Horses,"  in  the  miscellaneous  tray  of 
the  company  field  desk.     (Pars.  204  and  208.) 

78.  Final  disposition. — When  an  animal  is  finally  disposed  of  the 
"  Final  Disposition "  will  be  filled  in  and  the  card  filed  with  the 
property  loan  record  until  inspected  by  the  zone  property  auditor. 
(Par.  1073,  A,  R.) 


Section  VI. 
OTHER  COMPANY  RECORDS. 


COBRESPONDBNCB   BOOK. 

Paragraph. 

Correspondence  Book,  Form  No.  662,  A.  G.  0 79 

Entries  In  body  of  book 80 

Entries  In  the  index 81 

Filing    and    disposition 82 

DOCUMENT    FILE. 

Purpose  and  contents 83 

Filing   papers    therein 84 

Eliminating   obsolete    items 85 

Filing   and    disposition 86 

COMPANY    CODNCIIi   BOOK. 

Contents 87 

The   company   fund 88 

The  company  council  of  administration 89 

Inspections 90 

Authorized    expenditures 91 

Instructions 92 

Transfer  of  fund 93 

Deposited  In  bank 94 

Property    purchased 95 

Filing 96 

COMPANY    OEDKES. 

Contents 9T 

For  detached   company 98 

Form 99 

Piling 100 

BECORD   OF    SMALL   AKMS    FIRING. 

Components  of  the  record ^ 101 

Filing    and   disposition 102 


COBRESPONDENCE    BOOK. 

79.  Correspondence  book,  Form  No.  662,  A.  G.  0. — The  corre- 
spondence book  consists  of  an  alphabetical  index  and  numbered  pages 
for  entry  of  items  of  correspondence.  The  alphabetical  index  and 
numbered  pages  are  hereinafter  referred  to  as  the  "  index  "  and  as  the 
"  body  "  of  the  book,  respectively.  (Pars.  80,  81.)  All  entries  in  the 
correspondence  book,  both  in  the  index  and  body,  will  be  made  in  ink, 
whenever  practicable,  but  when  pen  and  ink  are  not  available  entries 
may  be  made  with  indelible  pencil. 

80.  Entries  in  body  of  the  book.— -a.  An  entry  will  be  made  in  the 
body   of   the  book  of  each  item   of   correspondence   in   respect   to 

41 


42  COMPANY  ADMINISTRATION. 

which  a  record  in  the  company  is  necessary  and  for  which  the  method 
of  recording  or  filing  it  Is  not  otherwise  provided.  (Pars.  169c, 
IGQd,  1846,  197c,  and  197(7.)  No  record  will  be  made  beyond  the  mere 
fact  of  origin  or  receipt,  and  disposition,  in  respect  to  the  following: 

(1)  Papers  not  pertaining  to  the  administration  of  the  company; 
Buch  papers  should  be  transmitted  forthwith  to  the  proper  place  for 
action. 

(2)  Mere  letters  of  transmittal;  such  letters  when  received  will  be 
destroyed  forthwith. 

(3)  Requests  for  and  acknowledgment  of  receipt  of  publications 
and  blank  forms. 

(4)  All  other  communications  that  have  no  permanent  value  and 
that  are  finally  disposed  of  by  answers  thereto. 

6.  Entries  will  be  numbered  serially,  beginning  with  number  one. 
The  same  series  will  be  continued  from  year  to  year  and  from  one 
correspondence  bouk  to  another  as  books  are  filled  and  filed. 

c.  When  an  item  itself  and  notation  of  action  taken  thereon  are 
completely  represented  by  carbon  copy  in  the  document  file  (pars. 
83,  84),  the  entry  of  the  item  in  the  body  of  the  book  will  be  limited 
to  (1)  the  number  of  the  item,  and  (2)  the  abbreviation  "Doc"; 
thus, 

"  1301  Doc  ". 

d.  When  an  item  itself  and  notation  of  action  thereon  are  not  com- 
pletely represented,  or  only  partially  represented,  by  carbon  copy  in 
the  document  file,  the  entry  of  the  item  in  the  body  of  the  book  will 
include  (1)  the  number  of  the  item,  (2)  brief  statement  of  contents 
of  so  much  of  the  item  and  action  taken  thereon  as  are  not  repre- 
sented by  carbon  copy  in  the  document  file,  and  (3)  if  any  part  of  the 
item  is  represented  by  carbon  copy  in  the  document  file,  the  abbre- 
viation "  Doc." ;  thus, 

"  1302  Application  of  Lt  Jones  for  Lv  2  mos  Doc  ". 

The  abbreviation  "  Doc."  will  not  be  made,  however,  unless  some 
part  of  the  item  or  action  taken  thereon  is  represented  by  copy  in  the 
document  file. 

e.  When  a  communication  is  received  which  has  been  entered  pre- 
viously in  the  correspondence  book  it  will  not  be  reentered  ordinarily, 
but  the  record  will  be  continued  under  the  former  entry.  But  when 
the  space  for  continuing  the  record  is  not  suflBcient  under  the  former 
entry,  or  when  it  becomes  desirable  to  transfer  a  remote  entry  to  one 
or  current  date,  a  new  entry  will  be  made  and  given  a  new  serial 

number.    In  either  case  the  notation  "  See  No.  "  will  be  made 

under  the  old  entry  and  the  old  number  shown  in  parentheses  after 
the  new  in  the  new  entry,  thus:  "976  (349)", 

/.  Normally  a  space  of  one  blank  line  will  be  left  after  each  origi- 
nal entry,  but  more  space  will  be  left  if  the  nature  of  the  communi- 
cation Indicates  that  one  line  will  not  be  suflBcient  for  the  purpose  of 
continuing  the  record. 

81,  Entries  in  the  index. — a.  Each  item  entered  in  the  body  of  the 
book  will  be  indexed  under  its  subject  and  under  the  names  of  the 
writer  of  the  communication  and  the  persons  mentioned  therein. 
When  many  communications  are  received  from  the  same  oflScer  or 
office — e.  g.,  The  Adjutant  General  of  the  Army,  the  adjutant  of  the 
regiment,  etc.,  the  name  of  the  writer  need  not  be  Indexed  if  it  is 


COMPANY  ADMINISTRATION.  43 

found  that  the  index  of  subjects  or  persons  mentioned  in  the  com- 
munication answers  all  practical  purposes. 

b.  The  indexed  entries  will  bear  numbers  corresponding  to  those  of 
the  items  in  the  body  of  the  book. 

82.  Filing  and  disposition. — The  current  correspondence  book  will 
be  filed  in  the  miscellaneous  tray  of  the  company  field  desk  in  rear 
of  the  section  headed  "  Horses."  When  correspondence  books  are 
filled  and  no  longer  current  they  will  be  placed  in  the  permanent 
file.     (Par.  209.) 

DOCtTMENT  FILE. 

83.  Purpose  and  contents. — The  document  file  supplements  the  cor- 
respondence book.  It  will  contain  the  original  documents  or  com- 
munications, or  legible  copies  thereof,  together  with  originals  or  copies 
of  letters,  indorsements,  and  telegrams  sent  or  received  relating  to 
the  same.  The  file  will  also  contain  copies  of  letters,  indorsements,  or 
telegrams  originating  in  the  company  office.  When  the  original  of 
any  paper  becomes  available  for  file  in  place  of  a  filed  copy,  the  latter 
will  be  replaced  and  destroyed.  Any  additional  notations  on  the  copy 
must  be  noted  on  the  original. 

84.  Filing  papers. — a.  The  papers  in  the  document  file  will  be 
numbered  to  correspond  with  the  numbers  of  the  items  in  the  body 
and  index  of  the  correspondence  book,  and  will  be  filed  accord- 
ing to  their  serial  number.  When  more  than  one  paper  pertaining  to 
the  same  item  is  placed  on  file  the  papers  will  be  placed  in  an  envelope. 
If  practicable,  and  the  number  of  the  item  noted  thereon.  Papers 
differently  numbered  or  on  a  related  matter  may  also  be  kept  together 
when  desirable,  but  if  so  kept  a  reference  slip  must  be  inserted  to 
account  for  the  paper's  absence  from  its  serial  place. 

b.  The  serial  numbers  in  the  document  file  will  not  be  complete, 
but  whenever  a  paper  is  filed  therein  the  abbreviation  "  Doc  "  will  be 
placed  after  the  entry  in  the  body  of  the  correspondence  book. 

85.  Eliminating  obsolete  items. — a.  To  prevent  an  accumulation 
of  unnecessary  or  obsolete  "  documents  "  in  the  file  an  annual  inspec- 
tion of  the  document  file  will  be  made  by  the  company  commander, 
who  will  at  such  inspection  eliminate  from  the  file  all  items  which 
have  become  obsolete  or  unnecessary  of  retention  for  future  reference. 
Great  care  will  be  taken  not  to  remove  items  relating  to  the  history  of 
the  organization  or  individuals,  or  matters  of  future  value  or  records, 
etc.,  which  should  be  filed  in  the  five  year,  or  permanent,  file. 

b.  When  documents  are  eliminated  from'  the  file  the  abbreviation 
"  Doc  "  in  the  body  of  correspondence  book  will  be  lined  out  and  the 
date  and  initial  of  the  company  commander  inserted.     (Par.  2096.) 

86.  Filing  and  disposition. — The  current  document  file  will  be 
filed  with  the  current  correspondence  book  in  rear  of  the  section 
headed  "  Horses  "  in  the  miscellaneous  tray.  It  should  be  kept  in  an 
envelope  or  folder  marked  "  Document  file."  After  the  annual  inspec- 
tion and  elimination  and  at  such  other  times  as  may  be  desirable,  such 
parts  of  the  document  file  as  have  ceased  to  be  of  current  importance 
but  are  to  be  retained  will  be  transferred  to  the  permanent  file,  pref- 
erably segregated  by  years  in  envelopes  marked,  e.  g.,  "  Document  file, 
1919,  Nos.  104  to  156."  These  envelopes  should  be  placed  with  the 
closed  correspondence  book  to  which  they  pertain  when  it  becomes  a 
part  of  the  permanent  file.     (Par.  209.) 


44  COMPANY  ADMINISTRATION. 

COMPANY   COUNCIL  BOOK. 

87.  Contents. — The  company  council  book  will  contain  a  record  of — 
c.  Receipts  and  expenditures  on  account  of  the  company  fund, 
6.  Property  purchased  from  the  fund, 

c.  Monthly  proceedings  of  company  council  of  administration, 

d.  Inspection  of  the  account  by  battalion,  regimental,  or  post  com- 
mander required  by  Army  Regulations. 

88.  The  company  fund. — ^The  company  fund,  which  consists  of  the 
gross  amounts  of  money  received  from  all  sources,  is  received  by  the 
company  commander  and,  with  the  concurrence  of  the  company  coun- 
cil, is  disbursed  by  him  solely  for  the  benefit  of  the  company  and 
general  comfort  of  the  enlisted  men  thereof.     (Par.  327,  A.  R.) 

89.  The  company  council  of  administration. — A  meeting  of  the 
company  council  will  be  held  at  the  end  of  the  month  and  whenever 
the  fund  is  to  be  transferred,  all  officers  on  duty  with  the  company 
attending,  for  the  purpose  of  auditing  the  account,  verifying  the 
cash  and  bank  balances  and  completing  the  account.  (Par.  317,  A.  R.) 
The  record  of  the  company  council  of  administration  will  be  made 
monthly  even  though  there  be  but  one  officer  present  for  duty  with 
the  company,  in  which  event  he  will  make  notation  to  that  efEect 
after  his  signature. 

90.  Inspections. — At  least  once  each  quarter,  upon  transfer  of  fund, 
and  whenever  necessary,  the  fund  account  will  be  inspected  by  bat- 
talion, regimental,  or  post  commander.     (Par.  328,  A.  R.) 

91.  Authorized  expenditures. — The  company  fund  is  not  Intended 
for  expenditure  in  the  purchase  of  articles  to  facilitate  the  transac- 
tion of  business  in  a  company.  On  the  contrary,  the  legitimate  and 
proper  application  of  this  fund  is  in  supplementing  the  articles  fur- 
nished by  the  supply  departments  for  the  purpose  of  increasing  the 
comfort,  pleasure,  contentment,  and  physical  improvement  of  the 
enlisted  personnel  of  the  organization.  To  accomplish  this  purpose, 
disbursements  of  company  funds  are  authorized;  for  all  other  pur- 
poses they  are  unauthorized.  (Par.  106,  C.  of  O.)  Funds  accruing  to 
an  organization  as  savings  from  the  ration  allowance  will  be  used  solely 
for  the  purchase  of  food  or  refreshments  (par.  1220,  A.  R.)  ;  therefore 
it  is  necessary  to  keep  the  receipts  and  expenditures  of  "  rations 
savings  "  separate  from  those  of  "  other  funds  "  in  the  company  council 
book. 

a.  Seeds  for  post  gardens  may  be  purchased  from  company  funds. 
(Par.  343,  A.  R.) 

h.  The  purchase  of  heavy  lounging  chairs,  writing  tables,  card 
tables,  rugs,  etc.,  to  be  placed  in  the  company  recreation  room.  Is 
a  proper  expenditure  from  the  company  fund.  (Op.  J.  A.  G.,  Nov.  9, 
1909.) 

c.  Purchase  of  intoxicating  liquors  from  company  fund  is  not  author- 
ized.    (Bui.  8,  W.  D.  1916.) 

d.  Payment  of  man  to  look  after  pool  table  and  payment  for  culti- 
vating garden  are  authorized.     (12240  O.  I.  G.) 

e.  Payment  to  room  orderly  or  lavatory  orderly  is  not  authorized. 
(15052-a  O.  I.  G.) 

f.  Extra  pay  can  not  be  paid  to  a  statutory  cook  or  mess  sergeant, 
but  may  be  paid  to  ordinary  enlisted  men  detailed  for  cook's  duty. 
(Bui.  47,  W.  D.  1916;  par.  329,  A.  R.) 


COMPANY  ADMINISTRATION.  46 

g.  Loaning  of  money  from  company  fund  is  not  permitted. 

h.  Final  statements  may  be  cashed  from  tlie  company  fund.  (Par. 
ISlfc). 

i.  The  purchase  of  enamel  ware  and  chopping  bowls,  when  not 
obtainable  from  the  quartermaster,  is  authorized. 

92.  Instructions. — The  following  instructions  for  keeping  and  ad- 
ministering the  company  fund  will  be  followed : 

a.  All  expenditures  from  the  company  fund  for  food  supplies  of  the 
authorized  list  of  articles  will  be  made  through  the  quartermaster  in 
accordance  with  the  provisions  of  paragraph  1220h,  Army  Regula- 
tions, except  when  he  is  not  able  to  supply  them  for  immediate 
necessity,  in  which  case  they  may  be  secured  as  provided  in  paragraph 
322,  Army  Regulations.     (Par.  174e.) 

ft.  (1)  An  entry  will  be  made  for  each  receipt  or  expenditure. 
EJntries  will  be  numbered  serially  beginning  with  No.  1  for  the  first 
entry  for  the  month.  Entries  will  be  made  in  the  account  for  the 
month  in  which  money  is  paid  or  received,  regardless  of  the  month  or 
date  when  the  expense  was  incurred  or  the  amount  accrued. 

(2)  Entries  for  expenditures  will  give  date  of  payment  if  different 
from  date  of  entry,  to  whom  paid,  for  what,  and  the  amount. 

(3)  Entries  for  receipts  will  give  date  of  receipt  if  different  from 
that  of  entry,  from  whom,  for  what,  for  what  period  (in  case  of  post 
exchange  dividends,  etc.),  and  amount. 

(4)  When  an  itemized  statement  can  not  be  secured  or  the  state- 
ment is  not  supported  by  itemized  delivery  slips,  itemization  will  be 
made  in  the  entry. 

(5)  Entries,  whenever  practicable,  will  be  made  at  the  time  of  the 
transaction  and  not  left  to  accumulate  until  the  end  of  the  month. 

c.  There  must  be  a  voucher  for  all  funds  received  and  for  all  funds 
expended. 

(1)  In  case  of  receipts  the  voucher  will  be  from  the  person  or 
organization  paying  the  money.  For  example,  when  the  company 
pool  collections  are  turned  over  to  the  company  commander  a  voucher 
of  this  tenor  should  accompany  them : 

Camp  Bbadt,  Md.,  June  30, 1919. 
Turned   over  to  Capt.  Makion  L.   Jones,  65th  Inf.,   fifty   dollars 
($50.00),  collections  from  the  company  pool  table  for  June,  1919. 

John  C.  Plumber, 
Supply  Sergeant,  Co.  "  A  ",  65th  Infantry. 

(2)  In  the  case  of  expenditures  the  voucher  will  be  from  the  person 
or  organization  receiving  the  money,  and  will  ordinarily  consist  of  a 
receipt  accomplished  on  the  statement  of  the  account.  Care  should 
be  exercised  that  the  receipt  definitely  indicates  the  amount  paid.  To 
this  end  the  amount  should  be  in  ink  or  indelible  pencil  and  any 
changes  therein  should  be  authenticated.  Should  there  be  a  number 
of  separate  transactions  involved  in  a  single  statement  they  should 
he  shown  separately  thereon  so  that  the  items  may  be  cheeked  against 
delivery  slips,  which  may  be  destroyed  following  the  audit  by  higher 
authority. 

(3)  Should  it  not  be  practicable  to  secure  the  voucher  as  contem- 
plated above  it  is  the  duty  of  the  company  commander  to  certify  to 
the  receipt  or  expenditure,  noting  the  circumstances.  This  certificate 
is  then  used  as  a  voucher. 


M  COMPANY  ADMINISTRATION. 

(4)  To  facilitate  inspection,  vouchers  for  tlie  current  month  will  be 
folded  to  fit  an  official  envelope  (being  pasted  on  proper  size  paper 
If  necessary),  and  briefed  at  the  top  of  the  outer  fold: 

No.  6 

.Tuly  10,  1919 

$50.00 

(5)  The  vouchers  for  each  month  mil  be  filed  in  order  in  an 

envelope  marlced  "  Vouchers  1  to ,  inclusive,  company  fund  for 

19__." 

d.  All  changes  and  erasures  iu  the  company  council  book  or  any 
papers  pertaining  to  it  will  be  authenticated  by  the  proper  custodian's 
initials. 

93.  Transfer  of  funi. — a.  If  an  officer  is  to  be  absent  from  the 
company  for  more  than  10  days  he  will  regularly  transfer  the  com- 
pany fund  to  his  successor.  If  he  is  absent  for  more  than  3  and  less 
than  11  days,  memorandum  receipt  will  be  taken  for  the  funda. 
(Par  324,  A.  R.) 

b.  When  the  fund  is  transferred,  a  certificate  of  the  following  form 
will  be  made  on  the  next  succeeding  entry  page  of  the  council  book: 

Camp  Beadt,  Md.,  June  SO,  1919. 
I  certify  that  to  the  best  of  my  knowledge  and  belief  the  following 
is  a  complete  and  accurate  statement  of  this  company  fund  on  thla 
date:  [Here  follows  a  list  of  all  outstanding  debts  and  obligations 
payable  from  the  company  fund,  all  amounts  due  the  company  fund, 
and  all  outstanding  checks  pertaining  to  the  company  fund  not  re- 
ported by  the  bank ;  or  a  statement  that  there  are  no  outstanding  debts, 
amounts  to  be  collected,  or  outstanding  checks,  as  the  case  may  be.] 

Mauion  L.  Jones, 
Captain,  65th  Infantry. 

c.  Immediately  following  this  certificate  will  be  written  the  receipt 
of  the  officer  to  whom  the  fund  is  transferred  in  the  following  form : 

Camp  Beady,  Md.,  June  30,  1919. 
Received  from  Capt.  Marion  L.  Jones,  65th  Infantry,  fund  of  Com- 
pany "A,"  65th  Inf.,  amounting  to  five  hundred  dollars  ($500.00),  as 
follows : 

In  bank,  $450.00. 
In  cash,  $  50.00. 

NoEMAN  A.  Smith, 
1st  Lieut.,  65th  Infantry. 

d.  To  transfer  a  company  fund  deposited  in  a  bank,  a  letter  of  the 
following  tenor  will  be  written  to  the  cashier  of  the  bank : 

I  have  this  date  transferred  the  company  fund  of  Company  "A," 
65th  Infantry,  to  Lieut.  Norman  A.  Smith,  65th  Infantry,  who  will 
from  now  on  have  authority  to  draw  on  the  fund  deposited  in  your 
bank.    His  signature  appears  below. 


(Signature  of  ofBcer  receiving  fund.) 

Mabion  L.  Jones, 
Captain,  65th  Infantry, 


COMPANY  ADMINISTRATION.  47 

e.  Only  In  exceptional  circumstances  should  the  fund  in  bank  be 
transferred  by  check,  and  when  so  transferred  the  number  of  the 
check  drawn  should  be  shown  in  the  receipt  above  as  follows :  "  In 
bank  (transferred  by  check from  company  fund)  $450.00." 

f.  Whenever  a  fund  in  bank  is  transferred  a  bank  statement  should 
be  secured  to  check  the  balanced  account  in  the  council  book  and 
check  book. 

g.  Should  a  transferring  officer,  in  turning  over  a  fund,  fall  to 
accomplish  the  transfer  as  herein  provided,  the  receiving  officer  will 
decline  to  receive  the  fund  until  the  commanding  officer  has  been 
notified  and  action  by  him  directed. 

94.  Deposited  in  bank. — a.  When  placed  in  bank  a  company  fund 
will  be  deposited  in  the  name  of  the  company,  for  instance,  "  Com- 
pany Fund,  Company  '  A,'  65th  Infantry,"  and  checks  drawn  against 
the  fund  will  be  signed,  for  instance :  "  Company  Fund,  Company  *  A,' 
65th  Infantry :  Makion  L.  Jones,  Capt.,  65th  Inf.,  Custodian. 

6.  A  bank  statement  will  be  secured  at  the  end  of  each  month  and 
checked  against  balances  in  council  book  and  check  book.  The  latter 
will  show  on  the  stub  the  balance  on  hand  after  each  check  is  drawn. 

95.  Property  purchased. — Under  heading  of  "  Property  purchased 

from "  in  the  front  of  the  council  book  will  be 

listed  property  of  permanent  nature  such  as  tools,  athletic  supplies, 
etc.,  purchased  from  the  company  fund. 

96.  Filing.— o.  The  company  council  book,  with  current  vouchers, 
is  filed  in  rear  of  the  correspondence  book  and  document  file  In  the 
miscellaneous  tray.  When  filled  and  all  monthly  accounts  recorded 
therein  have  been  inspected  by  the  battalion,  regimental,  or  post  com- 
mander and  an  inspector  general,  the  balances  will  be  transferred  to 
the  new  company  council  book  and  the  completed  book  will  be  filed 
in  the  five-year  file. 

h.  After  the  fund  has  been  subjected  to  the  routine  inspection  of 
the  battalion  or  post  commander,  and  after  the  Inspection  by  an 
inspector  general,  the  vouchers  for  the  period  may  pass  into  the 
possession  of  the  officer  who,  as  company  commander,  has  been  re- 
sponsible for  the  receipts  and  expenditures  accounted  for  in  these 
vouchers ;  or,  if  he  is  absent,  they  may  be  destroyed  or  otherwise  dis- 
posed of  as  he  may  have  directed.     (Pars.  210  and  213c.) 

COMPANY  OEDEBS. 

97.  Contents. — Company  orders  publish — 

a.  The  appointment  and  reduction  of:  First  sergeants,  mess  ser- 
geants, supply  sergeants,  stable  sergeants  (par.  273,  A.  R.)  ;  privates, 
1st  class,  privates,  chief  mechanics,  cooks,  lance  corporals,  corporal 
buglers,  buglers,  mechanics,  saddlers,  horseshoers,  wagoners,  chauf- 
feurs, and  clerks  (pars.  14b  and  184;  par.  278,  A.  R.). 

h.  Administrative  matters  containing  information  or  direction  of 
sufficient  importance  to  be  published  in  orders. 

98.  For  detached  company. — Company  orders  will  be  used  to  pub- 
lish appointments  or  reductions  when  a  company,  absent  from  regi- 
mental and  battalion  headquarters,  has  vacancies  in  its  noncommis- 
sioned personnel,  in  which  case  the  company  commander  may,  under 
the  provisions  of  paragraph  275,  Army  Regulations,  make  temporary 
appointments  subject  to  subsequent  approval  of  higher  authority. 


48  COMPANY  ADMINISTRATION. 

99.  Form. — The  usual  form  for  a  compfany  order  follows : 

Obders,  1  Company  "  A  ",  65th  Infantby, 

No.  15.   J  Camp  Bbady,  Md.,  July  31,  1918. 

1.  Cook  Henry  Smith  is  relieved  as  cook  and  returned  to  duty  as 
private. 

2.  Private,  first  class,  James  R.  Brown  is  appointed  cook,  vice 
Smith,  relieved. 

Mabion  L.  Jones, 
Capt.,  65th  Inf.,  Comdg. 

100.  Filing. — Orders  for  each  month  will  be  filed  in  the  "  Re- 
minder "  with  the  month  card  to  which  they  pertain  for  a  period  of  one 
year  until  the  card  reappears  when  they  will  be  transferred  to  the 
permanent  file,  being  placed  preferably  in  an  enveloi^e  marked  e.g., 
"  Company  Orders,  1919  ".  Such  memoranda  as  may  be  necessary  to 
supplement  verbal  orders  in  the  company  administration  should  be 
similarly  filed  in  a  separate  envelope,  if  of  suflicient  importance  to 
warrant  retention.     (Par.  215a  (3).) 

RECORD  OF  SMAIX-ABMS   FIRING. 

101.  The  components  of  the  record. — The  company  target  record 

consists  of — 

a.  The  individual  record  of  known-distance  rifle  firing  for  each 
officer  and  enlisted  man  of  the  company  who  participates  in  rifle  prac- 
tice, Form  No.  628,  A.  G.  O.  (par.  162),  Form  No.  304,  A.  G.  O.  (par. 
144),  or  Form  No.  410,  A.  G.  O.  (par.  153),  according  to  whether  the 
officer  or  enlisted  man  fires  special  course  C,  the  qualification  course, 
or  special  course  A,  as  prescribed  in  the  Small  Arms  Firing  Manual. 
(Par.  254  and  App.  II,  S.  A.  F.  M.) 

b.  The  individual  record  of  pistol  firing  for  each  officer  and  enlisted 
man  of  the  company  who  participates  in  pistol  firing.  Form  No.  305, 
A.  G.  O.   (par.  145). 

c.  (1)  Record  of  company  instruction  comlat  practice  (par.  222, 
S.  A.  F.  M.). 

(2)  Record  of  company  combat  practice  (par.  226,  S.  A.  F.  M.).     ,/■ 

(3)  Record  of  company  proficiency  tests  (par.  234,  S.  A.  F,  M.). 

d.  (1)  Copy  of  annual  report  of  individual  classification  in  rifls 
practice,  Form  No.  307,  A.  G.  O.  (par.  146),  except  in  companies  of 
Coast  Artillery;  or  copy  of  annual  report  of  individual  classification 
in  firing  under  special  course  A,  Form  No.  409,  A.  G.  O.  (par.  152),  in 
companies  of  Coast  Artillery  (par.  255,  S.  A.  F.  M.). 

(2)  Copy  of  annual  report  of  individual  classification  in  pistol 
practice.  Form  No.  308,  A.  G.  O.  (par.  147),  for  all  armed  with  the 
pistol  (par.  255,  S.  A.  F.  M.). 

e.  Such  other  records  and  reports  for  special  small  arms  as  may  be 
required  in  the  several  services. 

102.  Filing  and  disposition. — a.  During  the  regular  practice  sea- 
son and  until  the  reports  referred  to  in  paragraph  lOld  have  been 
rendered,  the  records  enumerated  in  paragraph  lOlo  and  b  will  be 
kept  in  the  personal  possession  of  the  company  commander.  (Pars. 
254  and  255,  S.  A.  F.  M. ) 

b.  After  the  reports  enumerated  in  paragraph  lOld  and  e  have  been 
rendered,  the  record  will  be  filed  in  the  tray  containing  the  flve-year 
file  in  front  of  the  guide  card  "  target  record  "  in  the  following  order : 


COMPANY  ADMINISTRATION.  48 

(1)  Record  of  compauy  instruction  combat  practice.     (l*ar.  101c 

(1).) 

(2)  Record  of  company  combat  practice.     (Par.  I01c(2).) 

(3)  Record  of  company  proficiency  tests.     (Par.  101c(3).) 

(4)  Copy  of  annual  report  of  Individual  classification  in  rifle  prac- 
tice, Form  No.  307  or  409,  A.  G.  O.     (Par.  lOld(l).) 

(5)  Copy  of  annual  report  of  individual  classification  In  pistol 
practice,  Form  No.  SOS,  A.  G.  O.     (Par.  101d(2).) 

(6)  Individual  records  of  known-distance  rifle  firing,  Form  No.  628, 
A.  G.  O.,  Form  No.  304,  A.  G.  O.,  or  Form  No.  410,  A.  G.  O.,  In  alpha- 
betical order  of  names.     (Par.  101a.) 

(7)  Individual  records  of  pistol  firing,  Form  No.  305,  A.  G.  O.,  In 
alphabetical  order  of  names    (Par.  1016.) 

(8)  Retained  records  for  special  small  arms. 

c.  (1)  In  the  case  of  an  enlisted  man  the  scores  in  record  practic. 
with  the  rifle  in  special  course  C,  the  qualification  course,  or  specia. 
course  A,  the  scores  in  record  practice  with  the  pistol  and  the  final 
qualification,  if  any,  will  be  transcribed  to  the  service  record  under 
the  supervision  of  the  company  commander.  When  the  soldier  is  dis- 
charged, furloughed  to  the  reserve,  or  transferred  to  another  organi- 
ziation,  his  individual  target  record  may  be  given  to  him,  if  available, 
or  destroyed  thereafter.  In  case  of  death  or  desertion  the  individual 
target  record  will  be  destroyed.     (Pars.  144,  145.) 

(2)  After  completion  of  the  reports  referred  to  in  paragraph  101, 
the  individual  records  of  officers  will  be  transmitted  to  them. 

(3)  The  records  prescribed  in  paragraph  101c  and  d  will  be  filed 
as  prescribed  in  subparagraph  b  until  new  records  are  prepared  when 
the  old  records  will  be  transferred  to  the  first  year  of  the  five-year 
file.     (Pars.  213,  214.) 

130207—19 1 


^ed. 


Section   VII. 
INDIVIDUAL  RECORDS. 


SBHTICB     aiDCOBD. 

Paragraph. 

Opening  of  service  record 103 

Forwarding    to    first    station 104 

Transmission   to    company 105 

Soldiers  transferred  or  detached 106 

Data  to  be  included  in  Indorsements 107 

Disposition  of  service  record  of  a  soldier  discharged,  etc 108 

Temporary    service    record 109 

Procedure  In  case  of  lost  service  record 110 

Changes   in    entries HI 

Additional  space  for  entries 112 

Initialing    entries 113 

Extract  from  service  record,  Form  No.  29a,  A.  G.  O 114 

Decorations,  service  medals,  and  citations 115 

Allotments   and   insurance 118 

Old  form  for  service  record 117 

Filing 118 

BXTBACT    FEOM    SBEVICB    EECORD. 

Function liy 

Filing 120 

INDIVIDUAL    EQUIPMENT    RECOEID. 

Class   of   property    entered 121 

Entries 122 

For  property  issued 122a 

For  property  turned  in 122b 

Lost   or   damaged   property 123 

Transferring    to   new    record 124 

Transfer  or  detachment 125 

Desertion 126 

Discharge,  furlough  to  reserve,  or  retirement 127 

Death 128 

Discharge  other  than  honorable 129 

Filing 130 


SEBVICK  EECOBD. 

108.  Opening  of  seryice  record. — The  service  record,  Form  No.  29, 
A.  G.  O.,  will  be  opened  by  the  officer  who  completes  the  enlistment 
paper.  This  officer  will  fill  in  the  "  Name,"  "  Army  serial  number," 
"  Company  and  regiment  or  arm  or  corps  or  department  for  which 
enlisted,"  "  Descriptive  list,"  "  Prior  service,"  "  Educational  qualifica- 
tions," "  Occupational  qualifications,"  "  Allotments  and  Insurance," 
and  "  Current  enlistment,"  down  to  but  not  including  the  line  "  As- 
signed to  "     Other  data   required  by   the  printed 

headings  or  these  instructions  will  be  added  from  time  to  time  aa 
50 


COMPANY  ADMINISTRATION.  $$ 

occasion  arises,  care  being  taken  to  make  the  record  complete  and 
up-to-date  at  all  times. 

104.  Forwarding  to  first  station. — When  recruits  are  sent  from  a 
recruiting  depot,  depot  brigade,  or  other  mobilization  point,  to  a  post, 
camp,  or  regiment  for  assignment  to  an  organization,  the  first  in- 
dorsement on  the  service  records  will  be  filled  out  by  the  commanders 
of  the  recruit  or  training  companies,  or  by  the  personnel  adjutant  or 
recruiting  officer  if  the  recruits  have  not  been  assigned  or  attached 
to  a  recruit  or  training  company.  The  service  records  will  be  turned 
over  to  the  officer,  or  noncommissioned  officer  or  other  enlisted  man, 
In  command  of  the  detachment.  lu  case  of  a  recruit  traveling  alone 
the  service  record  will  be  forwarded  by  mail,  or  when  the  mail  service 
can  not  be  depended  upon,  the  service  record  will  be  placed  in  a 
sealed  envelope  with  the  pay  card  and  any  other  essential  papers  and 
given  to  the  soldier. 

105.  Transmission  to  company. — a.  Upon  receipt  of  the  service 
record  at  a  post,  camp,  or  regiment,  the  personnel  adjutant  will  com- 
plete the  notation  of  assignment  under  the  heading  "  Current  enlist- 
ment" and  transmit  the  service  records  vnthont  indorsement  to  the 
company  or  detachment  to  which  the  men  are  assigned. 

6.  The  company  commander  will  note  under  "  Remarks,"  page  10, 
the  date  of  the  soldier's  joining  the  company. 

106.  Soldiers  transferred  or  detached. — When  a  soldier  is  trans- 
ferred or  detached  from  his  company,  the  company  conmiander  will 
fill  out  the  next  blank  indorsement  on  the  service  record  and  transmit 
the  record  with  the  individual  equipment  record  to  the  new  company 
or  detachment  commander  in  the  manner  prescribed  in  paragraph 
104.  Subsequent  indorsements  will  be  filled  out  as  the  changes  of 
station  or  status  of  the  soldier  require,  the  original  service  record 
thus  following  the  soldier  until  he  is  separated  from  active  service. 
(Par.  108.)  Before  forwarding  the  service  record  the  company  com- 
mander will  prepare  an  extract  thereof  on  Form  No.  29a,  A.  G.  O., 
for  file  with  the  records  of  the  organization.     (Pars.  114,  119,  120.) 

107.  Data  to  be  included  in  indorsements. — Each  indorsement 
will  give  the  reason  for  the  soldier's  change  of  station  or  status,  and 
his  character,  and  will  contain  a  full  statement  of  his  accounts  at 
the  time,  exclusive  of  allotments  and  insurance.  (Par.  116.)  Under 
the  heading  "  Due  United  States "  will  be  noted  all  authorized 
stoppages  for  loss  of  or  damage  to  Government  property  or  supplies; 
amounts  due  on  account  of  partial  payments,  overpayments,  post  ex- 
change, post  laundry,  tailor,  company  fund,  transportation  or  sub- 
sistence, and  stoppages,  including  detained  pay,  under  sentence  of 
court-martial,  and  on  account  of  absence  without  leave  (par.  192), 
absence  from  duty  because  of  disease  resulting  from  the  soldier's  own 
intemperate  use  of  drugs  or  alcoholic  liquor  or  other  misconduct 
(par.  24&),  etc.;  in  short,  all  information  required  to  be  entered  on 
pay  rolls  except  allotments  and  insurance  will  be  incoi'porated  in  the 
indorsement  on  the  service  record.  The  wording  of  the  indorsement 
under  "  Due  United  States  "  will  conform  to  model  remarks  for  such 
rolls  prescribed  by  the  War  Department. 

108.  Disposition  of  service  record  of  a  soldier  discharg-ed,  etc. — 
a.  When  a  soldier  ia  separated  from  active  service,  Ills  service  record 
wiU  be  disposed  of  as  hereinafter  prescribed : 


a  COMPANY  ADMINISTEATION, 

(1)  /»  case  of  discharge,  (par.  194)  forwarded  to  The  Adjutant 
General  of  the  Army  by  final  indorsement. 

(2)  In  case  of  furlough  to  the  reserve  (par.  194),  forwarded  by 
indorsement  to  the  officer  charged  with  keeping  the  record  of  the  sol- 
dier as  a  reservist.  (Par.  13,  R.  R.  A.  R.,  1916.)  When  the  reservist 
Is  discharged  or  otherwise  separated  from  the  service,  his  service 
record  will  be  forwarded  to  The  Adjutant  General  of  the  Army  by 
final  indorsement. 

(3)  In  case  of  death  (par,  195),  forwarded  to  The  Adjutant  Gen- 
eral of  the  Army  by  final  indorsement. 

(4)  In  case  of  retirement  (par.  196),  forwarded  to  The  Adjutant 
General  of  the  Army  by  final  indorsement. 

(5)  In  case  of  desertion  (par.  197),  forwarded  to  The  Adjutant 
General  of  the  Army  by  indorsement. 

(6)  In  case  of  sentence  to  dishonorable  discharge  the  execution  of 
which  is  suspended,  forwarded  by  indorsement  to  the  officer  charged 
with  keeping  the  records  of  general  prisoners  at  the  place  where  the 
man  is  to  be  confined.    (Par.  194d(10).) 

b.  In  any  case  mentioned  above,  the  service  record  will  be  accom- 
panied by  the  pay  card  and  individual  equipment  record  of  the  sol- 
dier ;  in  the  case  of  a  retired  soldier  a  "  record  of  payment  of  retired 
enlisted  man  "  ( Form  No.  94,  A.  G.  O. )  will  also  be  forwarded  with 
the  service  record.     (Par.  196;  par.  135,  A.  R.) 

c.  Where  there  is  constructive  delivery  of  the  discharge  certificate 
notation  thereof  will  be  made  on  the  service  record  under  "  Remarks." 
(Par.  157&  ;  par.  152,  A.  R.) 

d.  If  a  soldier  is  detached  from  his  company  at  the  time  he  is  sepa- 
rated from  active  service,  an  extract  from  his  service  record  will  be 
prepared  and  forwarded  to  his  company  commander.  (Pars.  114 
and  119). 

109.  Temporary  service  record. — When  an  enlisted  man  is  trans- 
ferred, assigned,  or  attached  to  a  company  or  detachment,  and  is  again 
transferred  or  detached  before  the  service  record  lias  been  received 
from  his  previous  company  or  detachment  commander,  a  temporary 
service  record  will  be  prepared  from  the  available  data  and  for- 
warded to  the  new  company  or  detachment  commander  for  use  until 
the  original  or  a  new  record  (par.  110)  is  received,  when  the  tem- 
porary service  record  will  be  checked  with  the  original  or  new  service 
record  and  additional  data  on  the  temporary  service  record  tran- 
scribed to  the  original ;  after  which  the  temporary  service  record  will 
be  filed  in  the  five-year  file.  (Pars.  205e  and  213.)  Temporary 
service  records  will  be  marked  "  Temporary "  on  the  cover  by  the 
officers  starting  them. 

110.  Procedure  in  case  of  lost  service  record. — In  the  event  that 
a  service  record  is  lost,  immediate  effort  will  be  made  to  trace  it 
through  the  commanding  officer  of  the  company  or  detachment  with 
which  the  man  last  served.  If  not  found  within  a  reasonable  time,  a 
report  of  the  fact  will  be  made  to  The  Adjutant  General  of  the  Army, 
who  will  start  a  new  service  record,  and  transmit  it  to  the  recruiting 
depot,  depot  brigade,  or  other  mobilization  point  at  which  the  soldier 
was  enlisted  or  to  which  he  was  sent  upon  induction  into  service. 
The  new  record  will  then  be  forwarded  in  turn  to  the  commanding  offi- 
cers of  the  companies  with  which  the  soldier  has  served  during  his 


COMPANY  ADMINISTRATION.  ^l8 

current  enlistment,  each  commanding  officer  repeating  the  indorse- 
ment required  by  paragraph  106  and  making  appropriate  entries  In 
the  body  of  the  record.  Pending  receipt  of  the  new  service  record 
the  soldier's  pay  and  duty  status  will  be  determined  from  the  data 
shown  on  his  pay  card,  the  last  pay  roll  on  which  his  name  appears, 
and  from  other  records  of  the  company  or  detachment  with  which  he 
last  served. 

111.  Changes  in  entries. — Erasures  of  entries  on  service  records 
are  prohibited.  All  eliminations  of  original  entries  will  be  made  by 
drawing  lines  through  the  entries.  Each  change  will  be  duly  authen- 
ticated by  the  initials  of  the  officer  making  it. 

112.  Additional  space  for  entries. — In  case  the  space  under  any 
heading,  except  deposits,  allotments,  and  insurance,  in  the  body  of 
the  record  proves  insufficient,  the  entry  will  be  continued  under  "  Re- 
marks." If  this  space  proves  insufficient,  additional  sheets  for  re- 
marks may  be  pasted  to  the  top  of  page  10.  If  the  space  for  allot- 
ments and  insurance  is  insutlicient,  opposite  space  under  deposits  will 
be  taken.  If  the  space  for  deposits  is  insufficient,  additional  sheets 
will  be  securely  pasted  at  the  top  of  the  page,  as  indicated  by  foot- 
note in  service  record.  If  the  space  for  showing  change  of  station  or 
status  in  an  indorsement  is  insufficient,  the  entry  will  be  continued 
under  the  heading  "  Due  United  States."  One  indorsement  may,  if 
necessary,  occupy  the  space  allotted  to  two.  If  there  be  more  than  12 
indorsements,  an  additional  sheet  veill  be  securely  pasted  at  the  top 
of  page  17.  as  indicated  by  footnote  thereon.  Under  no  circumstances 
will  sheets  or  slips  of  paper  be  pasted  or  attached  to  a  service  record 
except  as  provided  in  these  regulations. 

113.  Initialing  entries. — Each  entry  under  "  Military  record  "  on 
pages  5,  6,  8,  and  9,  will  be  initialed  by  the  recruiting  officer,  per- 
sonnel adjutant,  or  company  or  detachment  commander,  as  the  case 
may  be.  The  entries  under  "  Military  record  "  on  page  7  will  not  be 
initialed.  Where  there  are  no  data  of  record  relating  to  the  printed 
heading,  the  space  under  that  heading  will  be  left  blank.  Negative 
entries,  sucli  as  "  None,"  "  Nothing,"  etc.,  will  not  be  made  in  any 
part  of  the  form  except  as  required  for  street  and  house  number  and 
indorsement. 

114.  Extract  from  serrice  record,  Form  No.  29a,  A.  G.  0. — Each 
company  and  detachment  commander  forwarding  the  service  record 
will  prepare  an  extract  thereof  on  Form  No.  29a,  A.  G.  O.,  for  file  with 
the  records  of  the  company  or  detachment.  (Pars.  104,  106,  108,  and 
119.) 

If  a  soldier  is  detached  from  his  company  or  detachment  at  the 
time  of  his  discharge,  furlough  to  the  reserve,  retirement,  death, 
desertion,  or  transfer  to  another  organization,  the  extract  from 
service  record  will  be  prepared  in  duplicate  and  a  copy  furnished 
without  delay  to  the  commander  of  the  company  or  detachment  to 
which  the  soldier  belonged.     (Par.  119c.) 

115.  Decorations,  service  medals,  and  citations. — The  award  of 
decorations,  service  medals,  citations,  and  foreign  decorations  will  be 
recorded  on  page  6. 

a.  In  the  case  of  service  medals  the  character  and  number  will 
be  noted. 

6.  In  the  case  of  citations  and  decorations  the  character  and  au- 
thority will  be  noted. 


64  COMPANY  ADMIIHSTRATION. 

116.  Allotments  and  insurance. — In  case  of  change  or  discontinu- 
ance of  any  allotment,  notation  thereof  will  be  made  following  the 
allotment. 

See  paragraphs  IBd  and  f,  21,  and  82c,  Special  Regulations  No.  72, 
with  reference  to  recording  on  service  record  data  relative  to  insur- 
ance; and  paragraph  16,  Special  Regulations  No.  72,  for  notation  in 
case  of  change  of  beneficiary.  Cir.  No.  498,  W.  D.,  1919,  provides  for 
the  conversion  of  war  risk  insurance  (term  insurance)  into  Govern- 
ment converted  insurance,  and  the  necessary  entries  on  service  record, 
pay  roll,  and  pay  card. 

The  amount  of  monthly  premium  for  Government  term  insurance. 
In  accordance  with  tables  of  rates,  changes  on  July  1  of  each  year 
succeeding  the  first  full  year  of  insurance,  and  not  on  the  anniversary 
of  the  date  the  insurance  was  taken  out. 

117.  Old  form  for  serrice  record. — The  following  Instructions  will 
govern  when  the  old  form  for  service  record,  prior  to  1919  edition, 
is  used. 

o.  The  soldier's  Army  serial  number  will  be  entered  after  his  name 
on  the  first  page. 

&.  The  sheet  between  pages  2  and  3  for  report  of  assignment  will  be 
detached  and  destroyed,  as  its  use  is  no  longer  required. 

0.  When  a  service  medal  or  citation  is  issued  to  a  soldier,  the  issue 
will  be  recorded  as  provided  in  paragraph  115,  but  in  the  space  pro- 
vided for  "Certificate  of  merit"  (p.  4),  which  words  will  be 
stricken  out. 

d.  War  risk  allotments  will  be  entered  in  the  space  provided  for 
"Gratuitous  issues  of  clothing"  (p.  7),  the  notation  being  made  on 
separate  lines,  as  follows : 

Class  A  allotment,  $ per  mo. 

Class  B  allotment.  Form  1-B,  $ per  mo. 

(Note. — Leave  space  for  notation  of  change  or  discontinuance  in  each  case.) 

e.  Government  insurance,  both  term  and  converted,  and  allotments 
therefor,  will  be  entered  in  the  space  provided  for  "  Clothing  Settle- 
ments" (p.  7),  or  other  adjacent  available  space,  the  notation  being 
made  in  accordance  with  paragraph  116. 

f.  The  insert  for  service  record  and  paster  for  service  record  will  be 
filled  out  and  attached  as  required  by  instructions  thereon. 

g.  Remarks  may  be  extended  to  the  space  provided  for  "  Clothing 
account"  (p.  6).  If  this  space  proves  insufficient,  additional  sheets 
may  be  pasted  to  the  bottom  of  page  6. 

118.  Filing. — a.  Service  records  are  filed  in  the  service  record  tray 
of  the  company  field  desk  (par.  203)  in  the  order  in  which  the  names 
of  the  soldiers  appear  on  the  duty  roster,  pay  rolls,  and  monthly  roster 
of  troops.  The  guide  card  "  Noncommissioned  officers  "  is  placed  in 
rear  of  the  service  records  of  the  sergeants  and  corporals,  the  guide 
card  "  Mechanics  "  in  rear  of  the  records  of  the  buglers,  cooks,  and 
mechanics,  and  the  guide  cards  "  Privates,  first  class ",  and  "  Pri- 
vates "  in  rear  of  the  service  records  of  privates,  first  class,  and  pri- 
vates, respectively. 

b.  When  a  soldier  is  temporarily  absent  from  his  company  on 
account  of  sickness,  confinement,  or  detached  service,  and  his  service 
record  has  been  forwarded  by  indorsement  to  his  new  commanding 
officer,  the  extract  from  the  service  record  wiU  be  filed  in  the  tray  in 
place  of  the  service  record.     (Pars.  119a,  1206,.  and  203.) 


COMPANY  ADMINISTRATION.  M 

EXTRACT   FBOM    SEBVICE   BECOBD. 

IIJ.  Function.— o.  The  extract  from  the  service  record,  Form  No. 
29o.  A.  G.  O.,  replaces  the  service  record  of  the  soldier  In  the  com- 
pany files  when  he  is  discharged  (par.  194),  retired  (par.  196),  fur- 
loughed  to  the  reserve  (par.  194),  or  transferred  (par.  186) ;  dies 
(par.  195),  or  deserts  (par.  197);  or  is  absent  sick  (par.  188),  on 
detached  service  (par.  190),  or  absent  in  confinement  (par.  189). 

b.  The  extract  will  be  prepared  at  the  same  time  as  the  indorse- 
ment by  which  the  service  record  is  forwarded  and  will  show  the  new 
station  or  status  of  the  soldier,  his  character,  and  a  complete  state- 
ment of  his  accounts  at  the  date,  including  statement  as  to  the  date 
to  which  the  soldier  was  last  paid  in  full.  (Pars.  104,  106,  108,  and 
114.) 

c.  When  a  soldier  is  discharged,  furloughed  to  the  reserve,  trans- 
ferred to  another  organization,  or  is  otherwise  separated  from  his 
company  while  absent  therefrom,  the  officer  who  is  then  the  custo- 
dian of  the  soldier's  service  record  will  also  furnish  the  former  com- 
pany commander  with  an  extract  from  the  service  record  for  file  with 
the  company  records,  on  Form  No.  29a,  A.  G.  O.  (Pars.  114  and 
194c?.) 

When  a  soldier  is  so  separated  from  his  organization  while  absent 
therefrom,  there  vsill  be  entered  after  the  words  "  This  soldier "  on 
Form  No.  29a,  A.  G.  O.,  the  authority  or  reason  for  such  separation, 
e.  g.  "  was  transferred  to  Co.  G.,  65th  Inf.  per  S.  0.  No.  24,  HQ.  S. 
Dept."  or  "  died  at  Gen.  Hosp.  No.  21,  April  3,  1919  "  or  "  was  retired 
per  S.  O.  No.  132,  W.  D.  1919." 

120.  Filingr. — a.  When  the  soldier  is  separated  from  the  company 
by  reason  of  discharge,  furlough  to  the  reserve,  retirement,  death  or 
desertion,  the  extract  is  filed  in  rear  of  the  service  records  of  privates 
In  the  tray  of  the  company  field  desk  until  the  company  roster  of 
troops  for  the  month  in  which  the  separation  occurred  is  received 
from  the  personnel  adjutant ;  or,  if  the  company  prepares  its  own 
roster  of  troops  as  contemplated  in  paragraph  366,  it  will  be  so  filed 
until  the  roster  is  prepared  for  the  month  in  which  the  separation 
occurs.  If  there  is  more  than  one  separation,  described  above,  from 
the  company  during  the  month,  the  extracts  will  be  filed  In  the  same 
order  as  the  service  records  were  filed  in  the  tray.  When  the  com- 
pany roster  of  troops  for  the  month  in  which  the  separation  oc- 
curred has  been  received  from  the  personnel  adjutant,  or  when  the 
new  roster  has  been  prepared  as  contemplated  in  paragraph  36&, 
the  extracts  will  be  transferred  to  the  alphabetical  section  of  the 
permanent  file  and  will  be  permanently  preserved.     (Par.  114.) 

&.  If  the  soldier  is  absent  from  the  company  by  reason  of  sickness, 
detached  service,  or  confinement,  and  his  service  record  has  been  for- 
warded to  his  new  commanding  ofl!icer,  the  extract  from  his  service 
record  will  be  filed  In  the  place  from  which  his  service  record  has 
been  removed.  When  the  soldier  rejoins  the  company  and  his  service 
record  is  returned,  the  extract  should  be  checked  with  the  service 
record  and  may  then  be  destroyed  after  additional  data  thereon  have 
been  recorded  on  the  service  record. 


56  COMPANY  ADMINISTRATION. 

INDIVIDUAI,  EQUIPMENT  BECOBD. 

121.  Class  of  property  entered. — All  property  of  "any  class  issued 
to  au  enlisted  man  for  his  individual  use,  expendable  articles  ex- 
cepted, will  be  entered  on  his  individual  equipment  record,  Form  No. 
637,  A.  G.  O.,  under  proper  headings. 

122.  Entries— 

a.  For  property  issued. —  (1)  The  following  articles  of  equipment 
issued  to  an  enlisted  man  will  be  entered  on  his  individual  equipment 
record  only,  and  not  on  the  property  loan  record ;  they  will  be  dropped 
from  all  other  property  records: 

(a)  Equipment  A  and  B,  expendable  articles  excepted.  Table  I, 
Tables  of  Basic  Allowances.     (Cir.  No.  377,  W.  D.,  1919.) 

(b)  The  following  items  of  Equipment  A  and  B,  Table  II,  Tables  of 
Basic  Allowances:  Meat  cans,  knives,  forks,  spoons,  cups,  canteens 
and  covers,  condiment  cans,  haversacks,  pack  carriers,  pistol  or  car- 
tridge belts. 

All  other  articles  issued  to  an  enlisted  man,  expendable  articles  ex- 
cepted, will  be  accounted  for  both  on  his  individual  equipment  record 
and  in  the  totals  of  the  organization  property  loan  records.  The  title 
to  all  property  remains  in  the  United  States,  and  the  soldier  must 
produce  the  property  charged  to  him  when  requested  to  do  so  by 
proper  authority.     (Pars.  64c,  73,  74,  and  176c  (3).) 

(2)  Property  issued  to  a  soldier,  expendable  property  excepted,  will 
be  entered  in  one  of  the  columns  of  the  individual  equipment  record 
under  the  heading  "  Issued,"  and  the  date  of  the  issue  will  be  in- 
dicated by  figures  on  the  date  line  in  the  proper  columns  thus, 
"  7/2/lS."  The  issue  will  be  attested  by  the  initials  of  the  witnessing 
officer.  The  receipt  of  the  property  by  the  soldier  will  be  acknowl- 
edged in  all  cases  by  his  initials  at  the  foot  of  the  column — for  cloth- 
ing on  the  line  immediately  above  the  line  "  OfBcer's  initials,"  and  for 
equipment  on  the  line  "  Soldier's  initials." 

(3)  The  witnessing  officer  will  draw  a  line  through  each  blank 
space  in  the  column  under  the  particular  class  of  property  which  is 
involved.  If  two  or  more  blank  spaces  appear  together,  a  continuous 
vertical  line  will  be  used,  but  if  only  one  blank  space  is  to  be  can- 
celed a  horizontal  Line  will  be  used  instead  of  the  vertical  line. 

(4)  It  ia  neither  necessary  nor  desirable  to  have  a  "balance" 
column  after  each  issue. 

(5)  When  clothing  is  first  issued  to  the  soldier  the  sizes  that  have 
been  determined  to  be  the  proper  ones  will  be  entered  in  the  column 
headed  "  Sizes."     (Par.  73a;  par.  11.5S,  A.  R. ;  par.  91,  C.  of  O.) 

&.  For  property  turned  in. —  (1)  When  property  is  turned  in  or 
otherwise  accounted  for  the  items  will  be  dropped  from  the  individual 
equipment  record  or  property  loan  record,  or  both,  the  action  being 
supported  by  receiving  reports,  shipping  tickets,  reports  of  survey, 
I.  &  I.  reports,  or  statement  of  charges,  as  vouchers.  (Pars.  175&, 
176f,  142,  178,  and  160.) 

(2)  The  items  will  be  entered  in  a  column  under  the  heading 
"  Turned  in,"  the  column  being  completed  and  initialed  by  the  officer 
who  received  the  articles  turned  in  or  who  enters  on  statement  of 
charges  the  articles  lost,  damaged,  or  destroyed. 

(3)  No  record  will  be  made  of  a  transaction  when  an  article  is 
dropped  and  replaced  by  a  like  article  at  the  same  time  on  a  requisi- 


COMPANY  ADMINISTRATION.  67 

tlon  stamped  "  Exchanfred  "  (pars.  67  and  176d),  or  when  the  article 
is  turned  in  temporarily  for  repair  or  renovation.  The  shipping  ticket 
covering  the  transaction  will  be  filed  as  in  the  case  of  other  shipping 
tickets.     (Pars.  117,  678,  68o-<387,  681-0,  A.  R. ;  S.  R.  No.  77.) 

123.  Lost  or  damaged  property. — In  the  event  of  loss  or  damage 
to  property  for  which  the  soldier  is  responsible,  either  it  will  be  listed 
on  a  statement  of  charges  for  stoppage  against  his  pay  (par.  160), 
with  or  without  survey,  according  to  the  circumstances  and  his  admis- 
sion or  denial  of  responsibility  for  the  loss  or  damage  (par.  142),  or 
upon  approved  report  of  survey  he  may  be  relieved  from  responsibility 
therein.  In  either  event  the  articles  will  be  dropped  from  his  indi- 
vidual equipment  record,  and  from  the  property  loan  record  if  they 
appear  thereon.  The  statement  of  charges  or  approved  report  of 
survey  will  constitute  a  voucher  to  the  individual  equipment  record  or 
the  property  loan  record,  or  both. 

124.  Transferring  to  new  record. — When  a  soldier's  individual 
equipment  record  is  filled  the  account  will  be  transferred  to  a  new 
Form  No.  637,  A.  G.  O.  For  this  purpose  a  balance  will  be  struck 
between  the  total  issued  and  total  turned  in  of  all  articles  as  shown 
by  his  old  record,  and  the  "  Issued  "  and  "  Turned  in  "  columns  thus 
balanced  will  be  marked  "  Canceled."  The  remaining  articles  will  be 
transferred  to  the  first  "  Issued "  column  of  the  new  form.  This 
column  will  be  headed  "  I'orward  "  and  will  be  completed  and  initialed 
by  the  witnessing  oflScer  as  prescribed  by  paragraph  122a  (2).  All  the 
"  Issued "  columns  on  a  new  record  showing  account  of  articles 
brought  forward  from  the  old  record  will  be  initialed  by  the  soldier — 
for  clothing  on  the  line  immediately  above  the  line  "  Ofiicer's  initials," 
and  for  equipment  on  the  line  "  Soldier's  initials."  The  old  record 
thus  canceled  will  then  be  filed  with  the  new  individual  equipment 
record  until  the  next  inspection  by  the  auditor,  after  which  the  can- 
celed record  and  any  vouchers  pertaining  to  it  may  be  destroyed. 
(Pars.  71  and  75.) 

125.  Transfer  or  detachment. — a.  When  a  soldier  is  transferred  or 
detached  from  his  company  the  articles  which  the  soldier  is  to  carry 
with  him  (par.  122a),  together  with  any  missing  articles  of  equipment 
for  which  he  is  indebted  to  the  United  States,  will  be  entered  in  the 
first  unused  "  Issued  "  column,  which  will  bear  the  date  of  his  change 
of  status.  Other  articles  for  which  he  is  responsible  will  be  entered 
in  the  first  unused  "  Turned  in  "  column  upon  being  turned  in.  This 
column  will  also  bear  the  date  of  his  change  of  status.  Both  "  Issued  " 
and  "  Turned  in  "  columns  will  be  initialed  by  the  witnessing  officer. 
The  column  showing  the  articles  of  clothing  which  the  soldier  is  to 
take  with  him  will  be  initialed  by  the  soldier  as  provided  in  paragraph 
124.  Any  other  articles  of  equipment  which  the  soldier  takes  with 
him,  including  missing  articles  for  which  he  is  indebted  to  the  United 
States,  will  be  recorded  in  a  new  "  Isfsued  "  column  under  the  proper 
heading  as  provided  above  in  case  of  clothing.  This  column  will  be 
initialed  as  prescribed  in  paragraph  124.     (Par.  681-0,  A.  R.) 

&.  Articles  of  equipment  which  the  soldier  is  ordered  to  take  with 
him,  other  than  clothing  and  equipment  designated  for  his  retention 
upon  transfer  by  equipment  tables  (Cir.  No.  377,  W.  D.,  1919),  will  be 
entered  upon  a  shipping  ticket  in  duplicate  and  the  receipt  of  the  sol- 
dier obtained  on  both  copies.  One  copy  will  be  sent  to  the  new  station 
of  the  soldier  with  his  equipment  record ;  the  original  will  be  retained 


58  COMPANY  ADMINISTRATION. 

as  a  voucher  to  the  property  loan  record  from  which  the  articles 
other  than  clothing  and  individual  equipment  designated  for  retention 
by  the  soldier  upon  transfer  are  to  be  dropped.  In  case  of  the  trans- 
fer of  several  men,  the  articles  of  equipment  described  in  this  para- 
graph will  be  listed  separately  on  the  same  shipping  ticket,  the  receipt 
of  each  soldier  being  secured  beneath  the  articles  for  which  he  is 
responsible.     (Par.  176/.) 

c.  The  individual  equipment  record  will  be  forwarded  with  the 
service  record  to  the  soldier's  new  commanding  officer. 

d.  When  a  soldier  enters  a  hospital,  entry  will  be  made  in  pencil  in 
a  vacant  "  Turned  in  "  column  of  his  individual  equipment  record  of 
the  articles  of  public  property  collected  and  turned  in  to  the  supply 
sergeant.  (Par.  188c.)  Upon  his  return  from  hospital,  the  articles 
will  be  returned  to  him  and  the  pencil  notation  erased  from  the  indi- 
vidual equipment  record. 

126.  Desertion. — a.  When  a  soldier  is  dropped  as  a  deserter,  all 
articles  of  property  for  which  he  was  responsible  and  which  were 
turned  in  to  the  supply  sergeant  at  the  time  the  soldier  absented  him- 
self (par.  192c?)  will  be  credited  upon  his  individual  equipment 
record.  Any  shortage  in  or  damage  to  property  for  which  the  soldier 
was  responsible,  as  determined  by  survey,  will  be  charged  against 
him  on  a  statement  of  charges.  (Par.  160a  (3).)  The  charges  will 
be  entered  upon  the  statement  of  charges,  which  will  be  sent  to  the 
personnel  adjutant.  Upon  its  return,  the  articles  thus  accounted  for, 
in  addition  to  the  articles  already  accounted  for,  will  be  dropped  in 
the  final  "  Turned  in  "  column  of  the  individual  equipment  record. 
This  column  vdll  bear  the  date  of  the  action  and  will  be  initialed  by 
the  officer,  who  will  cancel  all  other  columns.  The  total  amount 
charged  will  be  entered  upon  the  retained  extract  from  service  record. 

h.  The  articles  of  clothing  and  equipment  left  by  the  deserter  will 
be  turned  in  to  the  supply  officer  as  provided  in  paragraph  61b  (4). 

c.  The  individual  equipment  record  will  be  forwarded  with  the 
service  record  to  The  Adjutant  General  of  the  Army.  The  vouchers 
to  the  individual  equipment  record  may  be  destroyed  following  the 
visit  of  the  auditor.     (Par.  71.) 

127.  Discharge,  furlough  to  reserve,  or  retirement.— a.  When  a 
soldier  is  honorably  discharged,  furloughed  to  the  reserve,  or  retired, 
the  articles  of  clothing  and  equipment  given  to  the  soldier  upon  his 
discharge  or  furlough  to  the  reserve  (Cir.  No.  166,  W.  D.,  1919),  or 
loaned  to  him  upon  his  retirement  (Cir.  No.  174,  W.  D.,  1919)  wiU 
be  new,  reclaimed,  or  serviceable.  In  the  case  of  a  soldier  to  be  dis- 
charged, a  specific  statement  to  the  efEect  that  the  clothing  furnished 
came  within  a  particular  one  of  these  classifications  will  be  written 
or  stamped  upon  the  individual  equipment  record  and  signed  by  the 
company  commander.  If  necessary,  a  new  issue  will  be  made  to  ac- 
complish the  proper  clothing  of  the  soldier  before  the  time  of  his 
separation  from  the  service. 

b.  The  articles  furnished  the  soldier  upon  his  separation  from  active 
service  will  be  entered  in  an  "  Issued  "  column  bearing  the  date  of 
such  separation.  The  balance  of  property  for  which  he  was  respon- 
sible, including  missing  articles,  if  any,  will  be  dropped  by  entering 
in  a  "  Turned  in  "  column  bearing  the  date  of  his  separation  from 
service.  Missing  articles  will  be  accounted  for  by  statement  of 
charges  or  approved  report  of  survey.     All  columns  other  than  the 


COMPANY  ADMINISTRATION.  W 

two  last  mentioned  will  be  canceled  as  provided  for  In  case  of  a  man 
transferred. 

c.  The  following  certificate  will  be  written  or  stamped  upon  the 
Individual  equipment  record  In  the  case  of  a  soldier  to  be  discharged: 

"  I  certify  that  I  have  received  to  take  to  my  home  all  of  the  items 
listed  in  the  '  Issued '  column  bearing  the  date  of  my  discharge." 

This  certificate  will  be  signed  by  the  soldier.  If  space  is  not  af- 
forded on  page  1,  page  2  may  be  utilized.  , 

d.  The  individual  equipment  record  will  be  forwarded  with  the 
service  record  to  the  officer  charged  with  keeping  the  latter,  i.  e.,  to 
The  Adjutant  General  of  the  Army,  in  case  of  the  soldier  discharged  or 
retired,  and  in  the  case  of  reservists  to  the  department  commander  of 
the  department  in  which  the  reservist  is  domiciled.     (Par.  1165,  A.  R.) 

128.  Death. — When  a  soldier  dies,  clothing  prescribed  for  burial 
will  be  selected  from  that  in  his  possession,  bein?  supplemented  if 
necessary  by  further  issue  on  individual  clothing  slip  as  provided  in 
paragraph  1158,  Army  Regulations.  The  slip  wiU  contain  the  word 
"Deceased"  after  the  soldier's  name.  Articles  so  drawn  will  be 
entered  in  the  next  blank  "  Issued  "  column  on  the  individual  equip- 
ment record.  The  clothing  used  for  burial  will  be  listed  in  a  "  Turned 
In  "  column  marked  "  For  burial."  The  articles  of  clothing  which  are 
missing  will  be  noted  in  another  column  marked  "  Missing."  All  other 
public  property  charged  under  "  Issued  "  will  be  entered  in  the  next 
blank  "  Turned  in  "  column  if  available  for  turning  in.  The  value 
of  clothing  unaccounted  for  after  the  death  of  the  soldier  will  not  be 
charged  against  him  on  final  statement  in  the  absence  of  positive 
evidence  of  carelessness.  (Ops.  J.  A.  G.,  242.6,  Sept.  6,  1918.)  Each 
of  these  newly  used  columns  will  be  dated  and  initialed  by  the 
company  commander.  All  missing  articles  for  which  the  deceased 
was  responsible  other  than  clothing,  as  noted  above,  will  be  listed  on 
the  statement  of  charges  for  stoppage  against  his  accrued  pay.  The 
total  charge  will  be  noted  on  the  extract  from  service  record.  The 
Items  charged  will  be  dropped  from  the  individual  equipment  record 
or  the  property  loan  record,  or  both.  All  columns  other  than  those 
showing  clothing  used  for  burial,  missing  clothing,  and  the  final 
"  Turned  in "  column  will  be  canceled.  The  individual  equipment 
record  thus  closed  will  be  forwarded  with  the  service  record  to  The 
Adjutant  General  of  the  Army.     (Pars.  681-0  and  1173,  A.  R.) 

129.  Discharge  other  than  honorable. — When  a  soldier  is  dis- 
charged otherwise  than  honorably  (par.  181/(1)),  all  uniform  outer 
clothing  in  his  possession  will  be  retained  for  military  use.  Ordi- 
narily, civilian  outer  clothing  will  be  issued  to  him  in  its  stead  by  the 
quartermaster.  (Par.  1165,  A.  R.)  With  this  exception  his  individual 
equipment  record  will  be  closed  In  the  same  manner  as  provided  for 
In  the  case  of  a  soldier  honorably  discharged. 

130.  Filing. — The  individual  equipment  records  will  be  filed  In 
alphabetical  order  by  grades,  as  In  the  case  of  the  service  records,  in 
the  loose-leaf  binder  provided.  The  file  will  be  kept  In  the  right  upper 
section  of  the  top  of  the  field  desk.     (Par.  212.) 


SECTION  VIII. 
BLANK  FORMS. 


[NOTB. — The  prefixed  asterisk  indicates  that  Instructions  for  the  preparation 

and  use  of  the  form  are  embodied  elsewhere,  and  that  only  reference  to  the 
pertinent  paragraphs  is  made  In  this  section.] 

Paragraph. 

Purpose  of  section  relating  to  blank  forms 131 

The  Adjutant  Gbnbeal'b  Officb. 

Notification  of  discharge,  Form  No.  3,  A.  G.  0 132 

Certificate  of  dieabillty  for  discharge,  Form  No.  17,  A.  G.  O 133 

•  Field  return.  Form  No.  26,  A.  G.  O 134 

•  Service  record.  Form  No.  29,  A.  G.  O 135 

•  Extract  from  service  record,  Form  No.  29a,  A.  G.  O 136 

•  Company  return.  Form  No.  30,  A.  G.  O 137 

Inventory  of  effects,  Form  No.  34,  A.  G.  O 138 

Furlough,  Form  No.  66,  A.  G.  O 139 

•  Descriptive  list  of  deserter,  Form  No.  95,  A.  G.  O 140 

•  Warrant,  noncommissioned  officer's.  Form  No.  152,  A.  G.  O 141 

Report  of  survey.  Form  No.  196,  A.  G.  O 142 

•  Descriptive  card  of  public  animals.  Form  No.  277,  A.  G.  O 143 

Record  of  known-distance  rifle  firing  (individual),  Form  No.  304,  A.  G.  O.  144 

Record  of  pistol  firing  (individual),  Form  No.  305,  A.  G.  O 145 

Report   of   individual    classification    In    rifle   practice,    Form    No.    307, 

A.   G.   O 146 

Report  of  individual   classification   in  pistol  practice.  Form   No.   308, 

A.   G.   O 147 

•  Company  morning  report,  Form  No.  332,  A.  G.  O 148 

•  Headquarters  company  morning  report,  Form  No.  333,  A.  G.  O 149 

•  Daily  sick  report,  Form  No.  339,  A.  G.  O 150 

•  Duty  roster.  Form  No.  342,  A.  G.  O 151 

Report  of   individual   classification   of   firing   under   special   course  A, 

Form  No.  409,  A.  G.  O 152 

Record   of   known-distance   rifle   firing    (individual),   special   course  A, 

Form  No.  410,  A.  G.  O 153 

Report  of  death,  Form  No.  415,  A.  G.  O 154 

Certificate  of  furlough  to  the  reserve.  Form  No.  437,  A.  G.  O 155 

Application  for  retirement,  Form  No.  468,  A.  G.  O 156 

Discharge  certificate.  Form  No.  525,  No.  526,  and  No.  527,  A.  G.  O 157 

Report  of  furlough  to  the  reserve.  Form  No.  559,  A.  G.  O 158 

Charge  sheet.  Form  No.  594,  A.  G.  O 159 

Statement  of  charges,  Form  No.  602,  A.  G.  O 160 

Record  card  of  enlisted  man  of  staff  corps  or  department,  Form  No. 

627,  A.  G.  O 161 

Score  card  known-distance  rifle  practice,  special  course  C,  Form  No.  628, 

A.  G.   O 162 

•  Individual  equipment  record.  Form  No.  637,  A.  G.  O 163 

•  Pay  card.  Form  No.  644,  A.  G.  O 164 

•  War  diary.  Form  No.  660,  A.  G.  O 165 

•  Correspondence  book,  Form  No.  662,  A.  G.  O 166 

Roster  of  troops.  Form  No.  703,  A.  G.  O 36 

QUAETEEMASTEE    COEPS. 

Advice  of  soldier's  deposits,  Q.  M.  C.  Form  No.  8a 167 

Soldier's  allotment,  Q.  M.  C.  Form  No.  38 168 

Discontinuance  of  class  E  allotment,  Q.  M.  C.  Form  No.  39 169 

Soldier's  deposit  book,  Q.  M.  C.  Form  No.  41 170 

•Individual  clothing  slip,  Q.  M.  C.  Form  No.  165 171 

•Company  council  book,  Q.  M.  C.  Form  No.  452 172 

60 


COMPAirr  ADMINISTRATION.  ft 

PUBCHASB    AND     STOSAGB. 

Requisition,  P.  and  S.  Form  No.  160 173 

Ration  return.  P.  and  S.  Form  No.  223 174 

Receiving  report,  P.  and  S.  Form  No.  257 175 

Shipping  ticket,  P.  and  S.  Form  No.  260 176 

•Property  loan  record,  P.  and  S.  Form  No.  2G3B 177 

iNSPECTOR   GENERAL'S    DEl'AKTMBNT. 

Inventory  and  Inspection  report,  Form  No.  1,  I.  G.  D 178 

TPAE   DBPABTMKNT. 

•Pay  roll  of  enlisted  men,  first  sheet,  W.  D.  Form  No.  366 179 

*Pay  roll  of  enlisted  men,  follow  sheet,  W.  D.  Form  No.  366a 180 

Final  statement,  W.  D.  Form  No.  370 181 


181.  Purpose  of  section  relating  to  blank  forms. — ^This  section 
provides  a  list  of  the  blank  forms  used  in  company  administration 
arranged  in  numerical  sequence  in  each  of  the  several  classes,  The 
Adjutant  General's  Office,  Quartermaster  Corps,  Purchase  and  Stor- 
age, Inspector  General's  Department,  and  War  Department.  The 
designation,  purpose,  and  instructions  for  preparation  and  use  in  the 
company  are  given  for  each  form ;  or  in  the  event  that  such  instruc- 
tion has  been  embodied  elsewhere,  reference  is  made  to  the  pertinent 
paragraphs.  Forms  so  treated  are  indicated  in  the  table  of  contents 
of  the  section  by  a  prefixed  asterisk.  The  instructions  for  the  forms 
other  than  those  of  The  Adjutant  General's  Office  are  limited  to  such 
as  apply  to  preparation  and  handling  of  the  forms  in  the  company, 
together  with  such  information  of  their  course  outside  the  company 
as  should  be  knovm  to  the  company  commander. 

132.  Notification  of  discharge,  Form  No.  3,  A.  G.  0.— o.  The  noti- 
fication of  discharge  is  prepared  only  when  an  enlisted  man  is  dis- 
charged or  furlough ed  to  the  reserve  (par.  194)  at  a  place  at  which 
there  is  no  one  provided  with  funds  to  make  payment  on  final  state- 
ments— i.  e.,  either  a  disbursing  officer  or  some  source  to  which  trans- 
fer of  final  statements  may  be  made.     (Par.  91h;  par.  155,  A.  R.) 

b.  The  notification  (single  copy)  will  be  prepared  in  the  hand- 
writing of  the  officer  who  signs  the  final  statement.  '  _ 

c.  The  notification  will  show — 

(1)  Name,  grade.  Army  serial  number,  and  organization  of  the 
soldier ; 

(2)  Reason  for  separation  from  active  service; 

(3)  Place  and  date  of  enlistment; 

(4)  Date  to  which  soldier  was  last  paid  in  full ; 

(5)  Enlistment  period  in  which  the  soldier  is  serving; 

(6)  Amounts  in  words  and  figures  due  the  soldier; 

(7)  Amounts  in  words  and  figures  due  the  United  States; 

(8)  Whether  the  soldier  is  entitled  to  travel  pay  and  place  to 
which  travel  pay  is  due. 

d.  The  soldier  will  affix  his  signature  to  the  notification  or  if  he 
can  not  write  his  name,  such  fact  will  be  stated. 

e.  The  officer  who  signs  the  final  statement  (par.  181)  will  inform 
the  soldier  of  the  location  of  the  Quartermaster  to  whom  he  shall 
apply  for  payment 


M  COMPANY  ADMINISTRATION. 

/.  The  notification  will  be  sent  by  mail  to  the  officer  who  will  pay 
the  soldier.  In  case  of  discharge  or  furlough  to  the  reserve  on  ac- 
count of  expiration  of  term  of  service  the  notification  will  be  sent  at 
least  one  week  before  the  discharge  or  furlough  takes  effect..  In  other 
cases  of  separation  from  active  service  the  notification  will  be  sent  as 
soon  as  possible  after  the  order  for  separation  from  active  service 
reaches  the  officer  who  prepares  and  signs  the  final  statement,  and,  In 
any  event,  before  the  final  statement  is  signed, 

g.  The  quartermaster  will  decline  to  recognize  the  notification  un- 
less the  items  entered  thereon  are  in  the  handwriting  of  the  officer 
who  signs  the  paper. 

188.  Certificate  of  disability  for  discharge,  Form  No.  17,  A.  G. 
0. — o.  When  an  enlisted  man  becomes  unfitted  for  military  service 
because  of  wounds  or  disease,  a  certificate  of  disability  for  discharge 
will  be  prepared  by  his  immediate  commanding  officer  (using  page  1 
only)  and  forwarded  to  the  regimental  or  post  commander.  (Par. 
159,  A.R.) 

&.  (1)  The  regimental  or  post  commander  will  refer  the  certificate 
to  a  board  of  at  least  two  medical  officers  convened  by  him.  (Par. 
159,  A.  R.) 

(2)  If  the  board  recommends  the  discharge  of  the  soldier,  the  post 
or  regimental  commander  will  forward  the  certificate  of  disability 
with  his  recommendations  thereon  to  the  department  or  division 
commander.     (Par.  159,  A.  R.) 

(3)  When  the  certificate  of  disability  for  discharge  has  been  ap- 
proved and  discharge  ordered,  the  post  or  regimental  commander  (o) 
will  cause  the  soldier's  discharge  certificate  to  be  signed  (par.  157  a 
(1) ),  (6)  see  that  he  is  furnished  with  the  proper  final  statement  in 
duplicate,  (c)  forward  the  returned  certificate  of  disability  directly  to 
The  Adjutant  General  of  the  Army,  and  {d)  furnish  the  surgeon  of  the 
command  to  which  the  soldier  was  attached  at  the  time  of  discharge 
a  letter  setting  forth  the  full  name,  Army  serial  number,  and  grade 
of  the  soldier,  the  company  and  regiment,  or  arm,  or  staff  corps,  or 
department,  to  which  he  belonged,  and  the  date  of  discharge  and 
cause  thereof  as  stated  in  the  certificate.     (Par.  160,  A.  R.) 

c.  (1)  The  board  of  medical  officers  will  critically  examine  the 
soldier  and  complete  the  "  Report  of  Board  of  Medical  Officers  ",  page 
2.     (Par.  159,  A.  R.) 

(2)  The  board  of  medical  officers  will  be  careful  to  state  in  its 
report  {a)  the  degree  of  disability,  (&)  the  description  of  the  dis- 
ability, wound  or  disease,  (c)  the  extent  to  which  it  deprives  the  sol- 
dier of  the  use  of  any  limb  or  faculty,  or  affects  his  health,  strength, 
activity,  constitution,  or  capacity  to  labor.     (Par.  161,  A.  R.) 

(3)  If  the  disability  was  incurred  in  the  line  of  duty  and  the 
soldier  declined  treatment  for  the  relief  of  such  disability  where 
treatment  was  directed,  that  fact  will  be  set  forth  in  the  report  of 
the  board  of  medical  officers.     (Par.  161,  A.  R.) 

d.  For  the  purpose  of  completing  his  own  records  the  surgeon  will 
file  the  carbon  copy  of  the  letter  from  the  soldier's  commanding  officer 
notifying  him  of  the  discharge,  and  forward  the  original  directly  to 
the  Surgeon  General  of  the  Army.     (Par.  160,  A.  R.) 

e.  When  a  soldier  is  discharged  on  certificate  of  disability  the 
ascertained  disability  as  recited  in  the  certificate  (Report  of  Board 


COMPANY  ADMINISTRATION.  99 

Of  Medical  Officers,  p.  2)  will  be  stated  on  the  final  statement  as  the 
reason  for  discharge.     (Par.  140,  A.  R.) 

f.  In  case  of  discharge  on  certiflcate  of  disability,  the  discharge 
certificate  of  the  soldier  will  be  prepared  on  Form  No.  525,  A.  G.  O., 
unless  the  soldier's  conduct  has  been  such  as  to  require  his  discharge 
on  Form  No.  526,  A.  G.  O.  (par.  ISlfd),  Ops.  J.  A.  G.  220.8,  Feb., 
1918.  and  220.811,  Dec,  1918). 

g.  In  the  case  of  an  insane  soldier  the  certificate  of  disability  will 
be  prepared  in  duplicate  and  will  be  accompanied  by  the  reports  and 
papers  required  by  paragraphs  465-^70,  Army  Regulations. 

134.  Field  return,  Form  No.  26,  A.  G.  0.— -See  Special  Regula- 
tions No.  58. 

135.  Service  record,  Form  No.  29,  A.  G.  0. — See  paragraphs  103- 
118. 

136.  Extract  from  serrice  record,  Form  No.  29a,  A.  G.  0. — See 
paragraphs  119-120. 

137.  Company  return,  Form  No.  30,  A.  G.  0. — See  paragraphs 

138.  Inventory  of  effects,  Form  No.  34,  A.  G.  0. — Upon  the  death 
of  any  person  subject  to  military  law  as  defined  in  the  second  article 
of  war,  the  company  commander,  or  an  officer  designated  by  the  com- 
manding officer,  will  secure  all  his  eft'ects  and  deliver  them  to  the 
legal  representatives  or  widow  of  the  deceased,  or  to  the  designated 
summary  court,  if  the  widow  or  legal  representative  is  not  present. 
(Par.  84,  A.  R.) 

o.  (1)  If  the  effects  are  delivered  to  the  widow  or  legal  representa- 
tive at  the  time  of  death,  the  company  commander  will  prepare  an 
inventory  of  the  effects  in  triplicate  on  the  prescribed  form  and  de- 
liver the  original  and  one  copy  to  the  regimental,  separate  battalion, 
or  similar  unit  commander,  or  to  the  post,  camp,  or  other  station  com- 
mander, as  the  case  may  be,  to  be  forwarded  to  The  Adjutant  General 
of  the  Army  with  the  report  of  death.  (Par.  154;  par.  84,  A.  R.)  In 
this  case  the  articles  may  be  described  in  general  terms  in  the  inven- 
tory of  effects  instead  of  being  itemized.  The  third  copy  of  the 
inventory  will  be  filed  in  the  records  of  the  company  or  detachment 
as  provided  in  subparagraph  (2)  (c),  and  later  disposed  of  as  therein 
provided.  The  name  of  the  widow  or  legal  representative  to  whom  the 
effects  are  delivered  will  be  stated  in  the  inventory. 

(2)  If  no  legal  representative  or  widow  be  present,  the  summary 
court  designated  by  the  commanding  officer  to  secure  the  effects  wiU 
prepare  the  inventory  of  effects  in  triplicate  on  the  form  and  dispose 
of  the  effects  as  prescribed  in  paragraph  84,  Army  Regulations.  The 
summary  court  only  is  authorized  to  make  collections  on  the  de- 
ceased's account. 

(a)  If  the  effects  are  transmitted  by  the  summary  court  to  the 
widow,  legal  representative,  or  other  person  designated  in  the 
112th  article  of  war,  the  original  inventory  and  one  copy  will  be 
forwarded  directly  to  The  Adjutant  General  of  the  Army  with 
the  report  of  the  summary  court.     (Pars.  83 Jd  and  84,  A.  R.) 

(ft)  If  the  effects  are  converted  into  cash,  the  original  in- 
ventory and  one  copy  will  be  forwarded  directly  to  The  Adjutant 
General  of  the  Army  with  the  original  receipt  of  the  supply 


64  COMPANY  ADMINISTRATION. 

oflBcer  or  quartermaster  for  the  cash  from  the  proceeds,  and  the 
papers  enumerated  in  the  112th  article  of  war.  (Pars.  SSid  and 
84,  A.  R.) 

(c)  The  third  copy  of  the  inventory  of  effects  and  the  duplicate 
receipt  of  the  supply  officer  or  quartermaster  for  the  proceeds 
of  the  sale  of  the  effects  and  any  cash  belonging  to  decedent's 
estate  will  be  transmitted  to  the  company  or  detachment  com- 
mander for  file  with  the  extract  from  service  record  of  the 
deceased. 

b.  If  the  deceased  has  deposits,  each  deposit  with  amount,  date, 
place,  and  name  of  quartermaster  with  whom  deposited  will  be  noted 
on  the  inventory  of  effects  under  Class  II.  (Par.  181ft (3) ;  par. 
1367,  A.  R.) 

c.  Clothing  issued  to  an  enlisted  man  is  the  property  of  the  United 
States  and  forms  no  part  of  his  effects.  Articles  of  clothing  not  re- 
quired for  burial  (par.  1173,  A.  R.),  and  the  individual  equipment 
of  the  deceased  will  be  collected  and  turned  in  to  the  supply  officer. 
(Par.  1756;  par.  84,  A.  R.) 

d.  (1)  In  preparing  the  form,  if  the  space  allotted  under  Class  I  is 
not  sufficient,  the  heading  "  Class  II — other  effects,"  will  be  stricken 
out  and  the  inventory  of  Class  I  effects  continued.  The  heading 
"Class  II — other  effects"  will  be  reinserted  at  the  end  of  Class  I 
effects. 

(2)  If  the  space  allotted  under  Class  II  is  not  sufficient,  the  in- 
ventory will  be  extended  on  an  additional  Form  No.  34,  A.  G.  O.,  which 
will  be  securely  fastened  to  the  bottom  of  the  second  page.  In  this 
case  the  certificate  on  the  additional  form  only  will  be  completed 
and  signed. 

(8)  When  the  inventory  is  prepared  by  the  summary  court  the 
effects  will  be  itemized  in  detail. 

(4)  Copies  of  the  inventory  of  effects  may  be  made  by  carbon 
process,  but  the  copies  as  well  as  the  original  wiU  be  signed.  (Par. 
S3id,  A.  R.) 

139.  Furlough,  Form  No.  66,  A.  G.  0. — a.  A  furlough  on  Form 
No.  66,  A.  G.  O.,  will  be  given  to  each  enlisted  man  granted  a  fur- 
lough.    (Pars.  106-108.  A.  R.) 

b.  The  limits  prescribed  will  be  stated  on  the  furlough  so  that  if 
exceeded  the  furlough  may  be  revoked  and  the  soldier  arrested.  An 
enlisted  man  will  not  leave  the  United  States  to  go  beyond  the  sea 
unless  the  furlough  includes  permission  to  do  so.  (Pars.  109  and  1233, 
A.  R.) 

c.  The  authority  under  which  a  furlough  is  granted  (whether  under 
Army  Regulations  or  pursuant  to  the  orders  of  a  superior)  will  be 
cited  on  the  face  of  the  furlough  by  the  officer  who  prepares  it  so  that 
when  the  furlough  is  presented  to  a  disbursing  officer  for  payment  of 
commutation  of  rations  he  may  be  assured  that  it  is  supported  by 
the  necessary  orders  if  the  period  for  which  it  is  granted  does  not  fall 
within  the  competency  of  the  authority  cited.     (Pars.  109, 1233,  A.  R.) 

d.  The  furlough  will  show  under  "  memorandum "  signed  by  the 
company  commander — 

(1)  That  the  soldier  was  last  paid  to  include  a  certain  date; 

(2)  That  he  was  actually  rationed  by  his  organization  to  include 
the  last  day  of  duty.     (Par.  1233,  A.  R.) 


COMPANY  ADMINISTRATION.  6f 

e.  (1)  Furloughs  granted  to  soldiers  serving  beyond  the  continental 
limits  of  the  United  States  for  the  purpose  of  returning  thereto,  take 
effect  on  the  date  the  enlisted  men  reach  the  United  States.  This  date 
will  be  indorsed  on  the  furlough  by  the  transport  quartermaster,  if 
travel  is  by  United  States  transport,  or  by  the  captain,  purser,  or 
other  proper  officer  of  the  ship,  if  travel  is  by  commercial  steamer. 
Such  furlough  will  direct  the  soldier  to  report  for  duty  on  the  last 
day  of  his  furlough  at  the  military  post  nearest  the  particular  home 
port  from  which  transports  (or  commercial  steamers,  if  there  be  no 
transport)  usually  sail  for  the  return  voyage  to  the  soldier's  station. 

(2)  The  commanding  officer  of  the  post  or  camp  where  such  men 
report  will  cause  notation  to  be  made  on  their  furloughs  showing  the 
dates  the  men  so  reported. 

(3)  At  the  proper  time  he  will  issue  orders  returning  the  men  to 
their  proper  stations.  A  copy  of  the  order  will  be  given  to  the  soldier 
and  a  copy  furnished  to  the  company  commander  concerned. 

(4)  The  quartermaster  of  the  transport,  or  proper  officer  of  com- 
mercial steamer  on  which  the  soldier  travels,  will  indorse  on  his  order 
the  dates  during  which  he  was  subsisted  aboard  transport  or  com- 
mercial steamer.  The  order  will  be  retained  by  the  soldier  and  de- 
livered by  him  to  his  company  commander  as  evidence  of  authority  to 
be  absent  during  the  time  required  to  travel  in  rejoining  his  station. 

(5)  The  order  will  state  the  date  the  soldier  arrived  in  the  United 
States,  the  date  he  reported  at  the  post  or  station,  and  whether  or  not 
commutation  of  rations  has  been  paid. 

f.  (1)  If  a  soldier  on  furlough  reports  at  post,  camp,  or  general 
recruiting  station  without  means  to  return  to  his  proper  station  the 
commanding  officer  will  cause  the  date  whereon  the  soldier  so  reported 
to  be  noted  on  his  furlough.     (Par.  110,  A.  R.) 

(2)  At  the  proper  time  he  will  issue  orders  returning  the  man  to 
his  proper  station.  A  copy  of  the  order  will  be  given  to  the  soldier 
and  a  copy  furnished  to  the  company  commander  concerned. 

140.  Descriptive  list  of  deserter,  Form  No.  95,  A.  G.  0. — See  Spe- 
cial Regulations  No.  58. 

141.  Warrant,  noncommissioned  oflScer's,  Form  No.  152, 
A.  G.  0. — See  Special  Regulations  No.  5S. 

142.  Beport  of  snrTey,  Form  No.  186,  A.  G.  0. — a.  Th" .  form  will 
be  used  in  making  reports  of  survey  on  all  classes  oi  ^jiiblic  property 
to  be  acted  upon  by  a  surveying  officer.  The  survey  of  property  is 
governed  by  paragraphs  710-726,  Army  Regulations,  which  define  the 
duties  of  surveying  officers,  fix  the  power  of  the  convening  authority, 
and  give  instructions  relative  to  the  preparation  of  reports  of  survey. 

6.  Public  property  which  has  been  damaged  beyond  repair  at  the 
station,  or  has  deteriorated  .so  as  to  impair  its  usefulness,  which  is 
lost,  stolen  or  otherwise  illegally  made  way  with,  except  while  in 
transit  (see  subpar.  c),  will  be  listed  on  this  form  by  the  responsible 
officer  for  survey  by  a  disinterested  officer,  except  when  charged  on 
statement  of  charges  without  objection  on  the  part  of  the  person 
charged  (par.  710,  A.  R.),  or  except  when  exchanged  on  certificate 
(pars.  67  and  176d).  Report  of  survey  will  be  prepared  in  triplicate: 
the  copies  will  be  accomplished  throughout  as  originals.  When  only 
a  responsible  or  interested  officer  is  present  the  procedure  outlined  in 
paragraph  711,  Army  Regulations,  will  be  followed. 
130207—19 5 


66  COMPANY  ADMINISTRATION. 

c,  (1)  When  property  has  been  damaged,  lost,  stolen,  or  otherwise 
Illegally  made  way  with  while  In  shipment  or  transit  from  an  issuing 
agency  to  a  company,  over,  short,  and  damaged  reports  (P.  &  S.  Form 
No.  261)  will  be  prepared  and  forwarded  to  the  carrier  or  consignor 
by  the  supply  officer  concerned  at  the  request  of  the  company  officer. 
If  neither  the  carrier  nor  the  consignor  will  accept  the  responsibility 
for  the  deficiency,  a  survey  will  be  Initiated  by  the  company  officer, 
who  will  attach  thereto  copies  of  the  over,  short,  and  damaged  report 
upon  which  will  appear  a  denial  by  the  carrier  and  consignor  of  re- 
sponsibility in  connection  with  the  loss  of  the  property.  (Pars.  668 
and  721,  A.  R.) 

(2)  When  articles  of  clothing  or  equipment  issued  to  officers  or 
enlisted  men  for  their  use  are  lost  en  route  to  or  from  an  oversea 
station,  the  procedure  will  be  as  prescribed  in  paragraph  683,  Army 
Regulations,  a  certificate  furnished  the  responsible  party  being  the 
voucher  whereon  the  property  may  be  dropped  from  his  Individual 
equipment  record  or  property  loan  record,  as  the  case  may  be,  without 
further  action. 

d.  With  reference  to  its  disposition  unserviceable  property  is 
divided  in  two  classes:  (1)  Worn  out  or  damaged  by  fair  wear  and 
tear  in  the  service,  and  (2)  rendered  unserviceable  from  causes  other 
than  fair  wear  and  tear  in  the  service.  Property  of  the  first  class 
will  be  exchanged  on  certificate  (pars.  67  and  17Qd),  vrill  be  disposed 
of  by  survey  in  accordance  with  the  provisions  of  paragraph  717,  Army 
Regulations,  or  if  the  visit  of  the  inspector  general  is  imminent  it  may 
be  submitted  for  his  action  without  survey.  Property  of  the  second 
class  must  be  submitted  for  the  action  of  an  Inspector  general  except  in 
the  case  of  public  animals  (par.  1073,  A.  R.),  and  except  when  charged 
upon  a  statement  of  charges  without  objection  on  the  part  of  the  per- 
son charged,  and  will  be  disposed  of  as  provided  in  paragraph  717, 
Army  Regulations.  A  survey  will  be  had  in  connection  with  property 
of  the  second  class  prior  to  action  of  an  inspector  general,  except  when 
charged  as  above,  and  a  copy  of  the  report  of  survey  will  be  attached 
to  the  Inventory  and  inspection  report  (Form  No.  1,  I.  G.  D.).  The 
following  exceptions  to  action  by  a  surveying  officer  or  inspector 
general  are  made: 

(1)  Arms  for  which  a  test  for  unserviceability  Is  definitely  pre- 
scribed will  be  so  tested  before  being  submitted  for  action  as  above 
prescribed. 

(2)  Permission  must  be  secured  for  the  submission  of  medical 
property  and  signal  property  for  survey  or  inspection  as  respectively 
prescribed  in  paragraphs  1488  and  1566,  Army  Regulations. 

(3)  Silken  colors,  standards,  or  guidons  will  not  be  surveyed. 
(Par.  239,  A.  R.) 

(4)  Musical  instruments  may  be  surveyed,  or  repaired  locally. 
(Par.  1179,  A.  R.) 

(5)  The  survey  of  animals  preliminary  or  subsequent  to  disposition 
will  be  determined  by  the  circumstances  or  the  emergency.  (Par. 
1073,  A.  R.) 

(6)  When  an  organization  is  about  to  change  station,  a  survey  will 
be  had  on  all  china  and  glassware.  The  quarterly  allowance  for 
breakage  may  be  dropped  from  the  property  loan  record  by  listing 
on  a  properly  certified  shipping  ticket  (par.  176d),  which  will  be 
attached  as  a  voucher  to  the  property  loan  record.    Breakage  or  loss 


COMPANY  ADMINISTRATION.  Vt 

In  excess  of  this  allowance  will  be  dropped  upon  an  approved  report 
of  survey.     (Par.  1023,  A.  R.) 

e.  (1)  Public  property  lost  In  consequence  of  the  soldier's  desertion 
must  be  surveyed  before  it  will  be  charged  against  the  deserter. 
(Pars.  160  and  197c;  purs.  116  and  687,  A.  R.) 

(2)  Articles  of  public  property  lost,  embezzled,  or  damaged 
through  neglect  of  a  civilian  employee  may  be  charged  against  his 
pay,  preferably  by  report  of  survey.     (Par.  688,  A.  R.) 

(3)  Reports  of  survey  authorizing  charges  against  individuals,  in- 
cluding deserters,  are  subvouchers  to  the  statement  of  charges  which 
is  a  voucher  to  the  property  loan  record  or  individual  equipment 
record,  as  the  case  may  be,  and  will  be  retained  until  Inspected  by  the 
auditor,  when  both  reports  of  survey  and  statement  of  charges  may  be 
destroyed.     (Pars.  71  and  75.) 

f.  (1)  The  property  pertaining  to  different  staff  departments  will 
not  be  listed  on  the  same  report  of  survey,  separate  reports  being  re- 
quired for  each  class  of  property.     (Par.  716,  A.  R.) 

(2)  Ai-ticles  of  engineer  and  ordnance  property  will  be  particularly 
classified  for  survey.     (Par.  678,  A.  R.) 

(3)  Action  of  a  surveying  oiScer  or  inspector  for  loss  of  or  damage  to 
public  property  will  be  requested  by  a  responsible  officer  within  30 
days  after  discovery  of  such  condition,  except  in  special  circumstances, 
which  will  be  explained  by  the  officer  in  his  certificate  on  page  2  of  the 
report  of  survey.     (Par.  723,  A.  R.) 

(4)  Loss  or  damage  charged  against  a  soldier  will  be  subject  to  a 
report  of  survey  in  every  ease  if  he  so  requests.     (Par.  160&  (2).) 

ff.  (1)  When  preparing  the  report  of  survey  the  initiating  officer 
will  enter  quantity,  name  of  article,  and  money  value.  Column  B 
(Disposition)  will  be  filled  out  by  the  surveying  officer,  using  the 
abbreviations  "  D  "  (to  be  destroyed),  "  I  "  (to  be  held  for  inspection), 
"S"  (to  salvage  officer),  "G"  (to  be  continued  in  the  service).  In 
column  C  will  be  entered  items  for  which  credit  may  be  taken.  In  the 
column  headed  "Date  and  circumstances"  the  initiating  officer  will 
enter  the  date  and  a  statement  of  the  circumstances  attending  the 
loss,  damage,  or  destruction  of  the  articles  surveyed,  and,  in  the  case 
of  ordnance  stores,  the  date  of  receipt.  The  statement  must  be  suffi- 
cient to  indicate  the  circumstances  of  loss  or  damage.  The  initiating 
officer  will  enter  in  the  report  of  survey  on  the  third  line  from  the  top 
the  kind  of  property  account  upon  which  the  property  is  carried,  e.  g., 
"  Property  Loan  Record,"  or  "  Individual  Equipment  Record,"  of  "  Co. 
A,  65th  Inf." ;  at  the  bottom  he  will  enter  after  the  word  voucher  the 
kind  of  property  account. 

(2)  When  a  survey  is  made  on  the  loss  of  small  arms  the  report 
must  show,  under  "  Date  and  circumstances,"  whether  or  not  the  arms 
were  stored  at  the  time  of  their  loss  in  arm  racks  or  lockers  furnished 
by  the  Ordnance  Department  for  their  safe  keeping  or  were  being  used 
at  the  time  In  the  peformauce  of  military  duty.  In  all  cases  the 
report  must  show  clearly  whether  or  not  every  reasonable  precaution 
was  taken  to  prevent  the  loss.    (Far.  302i,  C.  of  O.  1916  Supl.) 

(3)  When  the  property  has  been  previously  surveyed,  a  statement 
to  this  effect  will  be  Included  under  "  Date  and  circumstances "  so 
that  the  surveying  officer  may  consider  previous  reports  of  survey. 
(Par.  711,  A.  R.) 


68  COMPANY  ADMINISTRATION. 

(4)  When  any  property  is  included  that  has  been  lost,  destroyed,  or 
damaged  by  means  other  than  fair  wear  and  tear  in  the  service,  the 
facts  will  be  sworn  to  as  provided  for  on  page  2  of  the  report  of 
survey.  If  the  oath  is  subscribed  to  by  the  responsible  officer  the  cer- 
tificate need  not  be  accomplished.  If  the  oath  Is  subscribed  to  by 
any  other  individual  than  the  responsible  officer  the  latter  will  accom- 
plish the  certificate.  In  case  only  property  rendered  unserviceable 
through  fair  wear  and  tear  in  the  service  is  listed  on  the  report  of 
survey,  a  certificate  only  will  be  accomplished  by  the  responsible 
officer ;  but  the  surveying  officer  will  exercise  great  care  in  examining 
such  property  and  will  state  in  his  findings  whether  he  found  its 
unserviceable  condition  to  be  due  to  fair  wear  and  tear  in  the  service. 
If  he  finds  this  not  to  be  the  case,  he  must  fix  the  responsibility  for 
such  damage  or  loss  upon  the  proper  party. 

(5)  It  will  devolve  upon  the  responsible  pei'son  to  furnish  original 
certificates  and  affidavits  to  support  his  contention  that  he  be  relieved 
of  the  responsibility,  together  with  such  attested  copies  of  certifi- 
cates and  affidavits  as  must  accompany  the  survey.  Where  documen- 
tary evidence  is  submitted  it  will  be  marked  "  Exhibit  A,"  "  Exhibit 
B,"  etc.  It  will  be  so  noted  and  referred  to  by  the  surveying  officer 
in  his  report.  All  documentary  evidence  vn'III  be  fastened  between 
pages  2  and  3  of  the  report  of  survey.  Where  theft  and  embezzlement 
is  involved  the  claim  must  be  supported  with  special  care.  In  every 
case  all  pertinent  evidence  must  be  made  available  so  that  the  sur- 
veying officer  will  not  be  dependent  upon  the  statements  of  interested 
parties;  this  is  particularly  necessary  when,  under  paragraphs  683 
and  685,  Army  Regulations,  the  officer  is  directly  involved,  whether 
the  cause  is  avoidable  or  unavoidable.     (Pars.  682,  683,  and  713,  A.  R.) 

h.  In  connection  with  the  survey  of  property,  it  will  be  noted — 

(1)  That  the  surveying  officer  can  not  condemn  public  property. 
Such  condemnation  will  be  by  direction  of  the  reviewing  authority. 
(Par.  715,  A.  R.) 

(2)  When  final  action  has  been  taken  on  reports  of  survey  by  the 
approving  and  appointing,  or  higher,  authority  in  accordance  with 
paragraph  719,  Army  Regulations,  distribution  of  the  three  signed 
copies  of  the  report  of  survey  will  be  made  as  follows : 

{a)  One  (the  original)  to  the  Director  of  Finance,  Munitions 
i-uilding,  Washington,  D.  C. 

{h)  One  to  the  zone  property  auditor,  who  is  charged  with 
auditing  the  property  account  from  which  the  property  is  to  be 
dropped  by  authority  of  the  report  of  survey. 

(c)  One  to  the  officer  initiating  the  survey  for  use  as  a  voucher 
to  the  stock  record  card,  property  loan  record,  or  individual 
equipment  record  from  which  the  property  surveyed  is  to  be 
dropped. 

143.  DcscriptiTe  card  of  public  animals,  Form  No.  277,  A.  G.  0.— 
See  paragraphs  76-78.     (Pars.  10G9-1071,  A.  R.) 

144.  Record  of  known-distance  rifle  firing  (individual),  Form 
No.  804,  A.  G.  0. — a.  (1)  This  form  is  for  three  years'  record  and  will 
be  used  for  individual  record  of  known-distance  rifle  practice,  qualifi- 
cation course. 

(2)  The  record  wiU  be  kept  in  the  personal  possession  of  the  com- 
pany commander  and  not  allowed  In  the  hands  of  an  enlisted  man 


COMPANY  ADMINISTRATION.  69 

from  the  beginning  ot  record  practice  until  the  reports  required  by 
paragraph  255,  S.  A.  F.  M.,  have  been  rendered.  (Pars.  101,  102;  par. 
101,  S.  A.  F.  M.) 

(3)  For  methods  of  scoring  and  classification  see  paragraphs  101 
and  254,  Small  Arms  Firing  Manual. 

(4)  All  entries  on  the  individual  record  of  known-distance  rifle 
firing  will  be  made  in  ink  and  no  correction  or  alteration  made  except 
by  the  company  commander,  who  will  initial  each  correction  or  altera- 
tion.    (Par.  101,  S.  A.  F.  M.) 

(5)  If  a  soldier  is  a  member  actually  firing  on  a  prize- winning 
team,  in  a  national  team  match,  this  fact  will  be  noted  under 
"  Department  rifle  competition." 

(6)  The  scores  in  slow  and  rapid  firing  and  final  qualifications,  with 
date,  will  be  transcribed  to  the  service  record  under  the  supervision 
of  the  company  commander.     (Par.  101c  (1).) 

(7)  For  instructions  in  regard  to  filing  and  disposition  of  the 
record  see  paragraphs  102&(6),  102c(l),  and  214. 

6.  (1)  The  record  of  an  officer  attached  to  a  company  for  practice 
will  be  duly  attested  and  transmitted  to  the  officer.     (Par.  102c (2).) 

(2)  The  record  of  an  enlisted  man  attached  to  a  company  for 
practice  will  be  similarly  attested  and  transmitted  to  the  officer 
charged  with  the  custody  of  the  soldier's  service  record. 

145.  Record  of  pistol  firing  (individual),  Form  No.  305,  A.  G.  0.— 
a.  (1)  This  form  is  for  three  years'  record  and  will  be  used  for  indi- 
vidual record  of  pistol  firing. 

(2)  The  record  will  be  kept  in  the  personal  possession  of  the  com- 
pany commander  and  not  allowed  in  the  hands  of  an  enlisted  man 
from  the  beginning  of  record  practice  until  the  reports  required  by 
paragraph  255,  S.  A.  F.  M.,  have  been  rendered.  (Pars.  101,  102; 
par.  101,  S.  A.  F.  M.) 

(3)  For  methods  of  scoring  and  classification,  see  paragraphs  101, 
243,  and  254,  Small  Arms  Firing  Manual. 

(4)  All  entries  on  the  individual  record  of  pistol  firing  will  be  made 
in  ink  and  no  correction  or  alteration  made  except  by  the  company 
commander,  who  will  initial  each  correction  or  alteration.  (Par.  101, 
S.  A.  F.  M.) 

(5)  If  a  soldier  is  a  member  actually  firing  on  a  prize- winning  team 
In  a  national  team  match,  this  fact  will  be  noted  under  "  Department 
pistol  competition." 

(6)  The  scores  in  record  practice  and  expert  tests  in  both  the  dis- 
mounted and  mounted  courses,  will  be  transcribed  to  the  service 
record  under  the  supervision  of  the  company  commander.  (Par. 
102c  (1).) 

(7)  For  instructions  in  regard  to  filing  and  disposition  of  the 
record  see  paragraphs  102^^(6),  102c (1),  and  214. 

&.  (1)  The  record  of  an  officer  attached  to  a  company  for  practice, 
will  be  duly  attested  and  transmitted  to  the  officer.     (Par.  102c (2),) 

(2)  The  record  of  an  enlisted  man  attached  to  a  company  for  prac- 
tice, will  be  similarly  attested  and  transmitted  to  the  officer  charged 
with  the  custody  of  the  soldier's  service  record.     (Par.  102c (1).) 

146.  Report  of  individual  classification  in  rifle  practice,  Form 
No.  807,  A.  G.  0. — a.  The  report  will  be  prepared  by  the  company 
commander  as  soon  as  possible  after  the  completion  of  the  firing. 
(Par.  255,  S.  A.  F.  M.) 


70  COMPANY  ADMINISTRATION. 

b.  (1)  When  the  regiment  is  not  separated,  the  report  will  be  pre- 
pared in  duplicate  and  one  copy  transmitted  to  the  battalion  com- 
mander, who,  after  verifying  it  from  the  individual  records  of  known- 
distance  rifle  firing,  will  forward  the  report  to  the  regimental  com- 
mander.    (Par.  255,  S.  A.  F.  M.) 

(2)  When  a  battalion  is  serving  away  from  regimental  headquar- 
ters but  in  the  same  territorial  department,  the  report  will  be  prepared 
in  duplicate  and  one  copy  transmitted  to  the  battalion  commander 
who,  after  verifying  the  correctness  of  the  report,  will  forward  it  to 
the  regimental  commander  through  the  post  commander.  (Par.  255, 
S.  A.  F.  M.) 

(3)  If  the  regimental  headquarters  Is  serving  in  a  different  terri- 
torial department,  the  report  will  be  prepared  in  triplicate  and  two 
copies  transmitted  to  the  battalion  commander  who  will  forward  one 
copy  through  the  post  commander  to  the  regimental  commander,  and 
one  copy  through  the  post  commander  to  the  commander  of  the  depart- 
ment in  which  the  company  Is  serving.     (Par.  255,  S.  A.  F.  M.) 

(4)  When  a  company  is  serving  away  from  other  companies  of  the 
regiment  but  in  the  same  territorial  department  as  regimental  head- 
quarters, the  report  will  be  prepared  in  duplicate  and  one  copy  trans- 
mitted to  the  post  commander,  who,  after  verifying  the  correctness 
of  the  report  from  the  individual  records  of  known-distance  rifle  firing, 
will  forward  it  to  the  commander  of  the  battalion  to  which  the  com- 
pany belongs.     (Par.  255,  S.  A.  F.  M.) 

(5)  When  a  company  is  serving  away  from  other  companies  of  Gie 
regiment  and  in  a  different  department  from  the  headquarters  of  the 
regiment,  the  report  will  be  prepared  in  triplicate  and  two  copies  trans- 
mitted to  the  post  commander,  who  will  forward  one  copy  to  the  com- 
mander of  the  battalion  to  which  the  company  belongs,  and  one  copy 
to  the  commander  of  the  department  in  which  the  company  Is  serving. 
(Par.  255,  S.  A.  F.  M.) 

c.  Instructions  for  the  filing  and  disposition  of  the  copy  of  the 
report  retained  with  the  records  of  the  organization  are  contained  in 
paragraphs  102&(4),  102c (3),  and  214.     (Par.  255,  S.  A.  F.  M.) 

d.  (1)  The  report  will  contain  the  names  of  all  officers  and  enlisted 
men  qualifying  as  expert  riflemen,  sharpshooters,  and  marksmen,  in 
the  practice  season  for  which  the  report  is  rendered.  (Par.  255, 
S.  A.  F.  M.) 

(2)  The  names  of  oflicers  so  qualifying,  including  those  attached, 
if  any  (subpar.  (5)),  will  be  entered  first  and  ruled  off  from  the 
remainder  of  the  report.     (Par,  255,  S.  A.  F.  M.) 

(3)  The  names  of  enlisted  men  so  qualifying  will  be  entered  in 
groups  according  to  classification.     (Par.  255,  S.  A.  F.  M.) 

(4)  No  entry  will  be  made  of  the  names  of  those  enlisted  men  who 
did  not  qualify  in  the  practice  season  covered  by  the  report  but  who 
are  entitled  to  classification  and  additional  pay  therefor  as  the  result 
of  qualification  attained  in  a  prior  season  in  the  same  enlistment,  nor 
of  the  names  of  those  who  are  below  the  grade  of  marksman.  (Par. 
255,  S.  A.  F.  M.) 

(5)  Officers  and  enlisted  men  attached  to  a  company  for  practice 
will  be  noted  separately  in  red  ink  after  the  names  of  the  officers  and 
enlisted  men  of  the  company,  respectively,  and  classed  in  the  order 
prescribed  in  subparagraphs  (2)  and  (3).     (Par.  255,  S.  A.  F.  M.) 


COMPANY  ADMINISTRATION.  71 

e.  In  the  summary  will  be  entered  the  total  number  of  officers  and 
enlisted  men  entitled  to  be  classilied  as  export  rillemen,  sharpshooters, 
ttiarksmen,  first-class  men,  and  second-class  men,  and  the  number 
unqualitied.     (Par.  255,  S.  A.  F.  M.) 

147.  Beport  of  indiyidual  classification  in  pistol  practice,  Form 
No.  808,  A.  G.  0. — The  instructions  for  the  preparation  of  Form  No. 
307,  A.  G.  O.,  apply.     (Par.  255,  S.  A.  F.  M.) 

148.  Company  morning  report.  Form  No.  882,  A.  G.  0. — See  para- 
graphs 7  to  22.     (Par.  280,  A.  R.) 

149.  Headquarters  company  morning  report.  Form  No.  333,  A. 
0.  0.— See  paragraphs  7  to  22.     (Par.  280,  A.  R.) 

150.  Daily  sick  report,  Form  No.  339,  A.  G.  0. — See  paragraphs 
23-27.     (Pars.  280,  1471,  and  1472,  A.  R.) 

151.  Duty  roster,  Form  No.  342,  A.  G.  0.-— See  paragraphs  28-34. 
(Pars.  282,  355-369,  A.  R.) 

152.  Keport  of  indiTidual  classification  of  firing  under  special 
course  A,  Form  No.  409,  A.  G.  0. — The  report  will  be  prepared  In 
duplicate  by  the  company  commander  as  soon  as  possible  after  the 
completion  of  the  firing.     (Par.  255,  S.  A.  F.  M.) 

a.  (1)  In  the  Coast  Artillery  one  copy  of  the  report  will  be  for- 
warded to  the  coast  defense  commander,  who  after  verifying  the  re- 
port from  the  individual  records  of  known-distance  rifle  firing  will 
forward  it  to  the  department  commander. 

(2)  One  copy  will  be  retained  with  the  records  of  the  company, 
and  will  be  filed  and  disposed  of  as  prescribed  in  paragraphs  1026(4), 
102c (3),  and  214. 

6.  (1)  The  report  will  contain  the  names  in  the  order  of  standing, 
as  determined  by  the  aggregate  scores,  of  all  officers  and  enlisted 
men  qualifying  as  marksmen,  special  course  A,  in  the  target  year  for 
which  the  report  is  rendered. 

(2)  The  names  of  officers  so  qualifying,  including  those  attached, 
if  any  (subpar.  (4)),  will  be  entered  first  and  ruled  off  from  the 
remainder  of  the  report.    (Par.  255,  S.  A.  F.  M.) 

(3)  No  entry  will  be  made  of  the  names  of  those  who  did  not 
qualify  as  marksmen  in  the  practice  season  covered  by  the  report,  but 
who  are  entitled  to  classification  as  result  of  qualification  attained 
in  a  prior  season  in  the  same  enlistment,  nor  of  the  names  of  those 
who  are  below  the  grade  of  marksman. 

(4)  Officers  and  enlisted  men  attached  to  a  company  for  practice 
will  be  noted  separately  in  red  ink  after  the  names  of  the  officers 
and  enlisted  men  of  the  company,  respectively,  and  classed  in  the  order 
prescribed  in  subparagraph  (1). 

(5)  In  the  summary  will  be  entered  the  number  of  officers  and  en- 
listed men  entitled  to  be  classified  as  marksmen,  first-class  men,  and 
second-class  men,  special  course  A,  and  the  number  unqualified. 

153.  Eecord  of  known-distance  rifle  firing  (indiyidual),  Special 
course  A,  Form  No.  410,  A.  G.  0.— -a.  The  record  vrili  be  kept  in  the 
personal  possession  of  the  company  commander  and  not  allowed  in  the 
hands  of  an  enlisted  man  from  the  beginning  of  record  practice  until 
the  reports  required  by  paragraph  255,  Small  Arms  Firing  Manual, 
have  been  rendered.     (Par.  102a;  par.  101,  S.  A.  F.  M.) 

6.  For  methods  of  scoring  and  classification  see  paragraphs  101, 
242,  and  254,  Small  Arms  Firing  Manual. 


72  COMPANY  ADMINISTRATION. 

c.  All  entries  on  the  individual  record  of  known-distance  rifle 
firing  (individual)  under  special  course  A  will  be  made  in  ink,  and 
no  correction  or  alteration  will  be  made  except  by  the  company  com- 
mander, who  will  initial  each  correction  or  alteration.  (Par.  101, 
S.  A.  F.  M.) 

(i.  The  scores  in  slow  and  rapid  firing  and  tlie  qualification  will  be 
transcribed  to  the  service  record  under  the  supervision  of  the  com- 
pany commander.     (Par.  102c  (1).) 

e.  P''or  instructions  in  regard  to  filing  and  disposition  of  the  record, 
see  paragraphs  102f<(6),  102c (1),  and  214. 

164.  Report  of  death,  Form  No.  415,  A.  G.  0 «.  (1)  Report  on 

this  form  is  required  in  addition  to  the  telegraphic  or  cable  report 
(par.  195&(2) )  and  report  of  change  (par.  35).     (Par.  83*,  A.  R.) 

(2)  The  report  is  made  to  the  commanding  officer  concerned  by 
the  surgeon  or  by  the  immediate  commanding  officer  of  the  deceased, 
if  there  be  no  medical  officer  with  the  command.     (Par.  83 Ja,  A.  R.) 

(3)  In  all  cases  the  report  is  prepared  in  triplicate  and  all  copies 
submitted  to  the  regimental,  separate  battalion,  or  other  similar  unit 
commander,  or  to  the  post,  camp,  or  other  station  commander,  who, 
after  completing  the  first  indorsement,  will  forward  all  copies  directly 
to  The  Adjutant  General  of  the  Army,     (Par.  83^0,  A.  R.) 

b.  (1)  In  case  of  death  of  an  officer  or  enlisted  man  while  absent 
from  his  organization  or  command,  a  fourth  copy  of  the  report  of 
death  will  be  prepared  and  forwarded,  with  the  copy  of  extract  from 
service  record,  Form  No,  29a,  A.  G.  O.,  directly  to  the  organization  or 
station  commander.     (Par.  1951)  (3)  ;  par.  83ia,  A.  R.) 

(2)  The  copy  of  the  report  of  death  of  an  enlisted  man  furnished 
to  the  company  commander  in  such  case  will  be  filed  with  the  extract 
from  service  record.     (Pars.  120©  and  215.) 

c.  Copies  may  be  made  by  carbon  process,  but  all  copies  as  well  as 
the  original  will  be  signed  by  the  surgeon  and  the  commanding  officer. 

155.  Certificate  of  furlongli  to  the  reserve,  Form  No.  437,  A. 
0.  0. — a.  (1)  Each  enlisted  man  furloughed  to  the  Regular  Army  Re- 
serve (par.  194)  will  be  furnished  a  certificate  of  furlough  signed  by 
a  field  officer  of  the  regiment  or  other  organization  to  which  the 
enlisted  man  belongs  or  by  the  commanding  officer  when  no  such  field 
officer  is  present. 

(2)  When  more  than  one  field  officer  of  the  regiment  or  corps  is 
present,  the  commanding  officer  may  designate  the  particular  officer 
to  perform  this  duty,  but  in  any  case  the  commanding  officer  may 
require  the  certificate  of  furlough  to  be  submitted  to  him  before 
delivery  to  the  soldier. 

(3)  The  "certificate  of  furlough"  is  printed  on  the  face  of  the 
form.  The  "  enlistment  record  "  on  the  back  of  the  form  is  signed  by 
the  company  or  detachment  commander. 

h.  Furlough  to  the  reserve  will  take  effect  on  the  date  of  notice 
to  the  soldier  of  such  furlough,  either  actual  by  the  delivery  of  the 
certificate  of  furlough  or  constructive  where  such  delivery  can  not  be 
made  owing  to  his  absence  for  his  own  convenience  or  through  his 
own  fault,  in  which  case  the  receipt  at  the  soldier's  proper  station 
of  the  ordt'r  directing  his  furlough  to  the  reserve,  when  the  soldier 
is  furloughed  before  the  expiration  of  three  or  four  years  of  active 
service,  will  be  deemed  sufficient  notice.    In  the  latter  case,  the  date 


COMPANY  ADMINISTRATION.  78 

of  the  receipt  of  the  order  and  the  reason  why  actual  notice  thereof 
was  not  given  the  soldier  will  be  indorsed  on  the  certificate  of  furlough 
and  noted  under  "  Remarks  "  on  the  service  record. 

c.  (1)  Whenever  an  enlisted  man  is  furloughed  to  the  reserve 
prior  to  the  expiration  of  three  or  four  years  of  active  service,  the 
actual  cause  of  furlough  and  the  number,  date,  and  source  of  the  order 
or  description  of  other  authority  will  be  fully  stated  on  the  certificate 
or  furlough— e.  g.,  "Purchase,  par.  10,  S.  O.  129,  S.  E.  Dept.,  1918." 

(2)  When  furlough  is  by  reason  of  expiration  of  3  or  4  years  of 
active  service  that  fact  will  be  stated ;  thus,  "  Expiration  of  3  (4) 
years'  active  service." 

d.  The  blank  forms  for  certificate  of  furlough  to  the  Regular  Army 
Reserve  will  be  kept  in  the  personal  custody  of  the  company  com- 
mander. 

e.  (1)  Certificate  of  furlough  to  the  reserve  will  not  be  made  in 
duplicate.  If  a  reservist  should  lose  his  certificate  of  furlough  he 
should  report  the  fact  with  all  circumstances  relating  thereto  to  the 
commander  of  the  department  in  which  he  resides. 

(2)  A  certificate  of  furlough  to  the  reserve  should  not  be  forwarded 
in  correspondence  unless  called  for. 

f.  Under  no  circumstances  will  data  on  certificates  of  furlough  to 
reserve  be  filled  in  on  a  typewriting  machine. 

ff.  The  "  character "  given  on  a  certificate  of  furlough  is  discre- 
tionary with  the  company  or  other  immediate  commander  of  the 
soldier  except  where  otherwise  directed  by  orders  from  the  War 
Department ;  and  the  defacing  of  a  certificate  of  furlough  by  writing 
thereon  anything  to  the  discredit  of  the  soldier's  character  after  the 
same  has  been  given  to  him  by  his  company  or  other  immediate  com- 
mander is  prohibited. 

h.  (1)  In  cases  where  the  soldier  has  been  retained  in  service  to 
make  good  any  time  lost  through  desertion  (par.  192c  (1)),  unauthor- 
ized absence  (par.  192c(i)),  confinement  under  sentence  or  while 
awaiting  trial  and  disposition  of  his  case  if  the  trial  results  in  convic- 
tion (par.  189&(3)),  or  through  inability  to  perform  duty  on  account 
of  intemperate  use  of  drugs  or  alcoholic  liquor  or  on  account  of  disease 
or  injuiT^,  the  result  of  his  own  misconduct  (par.  24&(1)  and  188&(1) ), 
the  notation  will  read  "  Retained  in  service days  after  expira- 
tion of  period  of  active  service  under  A.  W.  107." 

(2)  In  cases  where  the  soldier  has  been  retained  in  active  service 
for  the  convenience  of  the  Government  the  notation  will  read  "  Re- 
tained  in   active   service  days   for  the  convenience  of  the 

Government." 

(3)  In  either  case  the  explanatory  notation  will  be  made  under 
"  Remarks." 

(4)  If  a  soldier  is  detached  from  his  company  at  the  time  he  is  fur- 
loughed to  the  reserve  an  extract  of  his  service  record,  Form  No.  29a, 
A.  G.  O.,  will  be  forwarded  without  delay  to  his  company  commander. 
(Par.  119.) 

t.  Upon  the  payment  of  the  final  statement  (par.  181)  of  a  soldier 
furloughed  to  the  reserve,  the  quartermaster  will  indorse  over  his 
signature  on  the  certificate  of  furlough  in  the  space  to  the  left  of 
the  signature  of  the  company  or  detachment  commander  all  amounts 
paid  and  will  specify  any  item  for  which  payment  has  not  been  made 


74  COMPANY  ADMINISTRATION. 

in  full.  This  action  is  not  necessary  when  the  final  statement  has 
been  transferred  in  conformity  with  regulations.     (Par.  1376,  A.  R.) 

j.  When  in  the  opinion  of  the  company  commander  the  circum- 
stances warrant  it,  notation  will  be  made  under  "  Remarks "  on  the 
back  of  the  certificate  of  furlough  that  the  soldier  Is  fitted  for  a  com- 
mission in  the  United  States  Volunteers,  giving  his  special  quali- 
fications. 

k.  The  service  record  and  individual  equipment  record  will  be  for- 
warded with  proper  indorsement  on  the  former  to  the  office  charged 
with  keeping  the  soldier's  record  as  a  reservist  (p.  13,  R.  R.  A.  R., 
1916.)     (Par.  108«  (2)  and  127 d.) 

166.  Application  for  retirement,  Form  No.  468,  A.  G.  0. — a. 
When  an  enlisted  man  of  tlie  Army  shall  have  served  for  SO  years, 
actual  or  constructive  time,  either  in  the  Army,  Navy,  or  Marine 
Corps,  or  in  all,  he  may  apply  to  The  Adjutant  General  of  the  Army 
for  retirement.     (Par.  134,  A.  R.) 

b.  The  application  will  be  forwarded  through  military  channels  to 
the  post,  camp,  or  other  station  commander,  who  will  forward  it 
directly  to  The  Adjutant  General  of  the  Army.     (Par.  196.) 

157.  Discharge  certificates,  Forms  Nos.  625,  526,  627,  A.  G.  0. — 
a.  (1)  No  enlisted  man  lawfully  inducted  into  the  military  service 
of  the  United  States  shall  be  discharged  from  said  service  without  a 
certificate  of  discharge  signed  by  a  field  officer  of  the  regiment  or 
other  organization  to  which  the  enlisted  man  belongs,  or  by  the  com- 
manding officer  when  no  such  field  officer  is  present.  (Par.  194 ;  108th 
A.  W. ;  and  par.  147,  A.  R.) 

(2)  When  more  than  one  field  officer  of  the  regiment  or  corps  is 
present,  the  commanding  officer  may  designate  the  particular  officer 
to  perform  this  duty,  and  in  any  case  the  commanding  officer  may 
require  the  discharge  certificate  to  be  submitted  to  him  before  delivery 
to  the  soldier.     (Par.  147,  A.  R.) 

(3)  The  " certificate  of  discharge"  to  be  signed  by  a  field  officer  of 
the  regiment  or  other  organization,  or  by  the  commanding  officer 
when  no  such  field  officer  is  present,  is  printed  on  the  face  of  the 
form.  The  "  enlistment  record "  on  the  back  of  the  form  will  be 
signed  by  the  company  or  detachment  commander. 

b.  The  discharge  of  a  soldier  takes  effect  on  the  date  of  notice  to 
him  of  such  discharge,  either  actual  by  the  delivery  of  the  discharge 
certificate,  or  constructive  where  such  delivery  can  not  be  made  owing 
to  his  absence  for  his  own  convenience  or  through  his  own  fault,  or  in 
the  case  of  an  insane  soldier,  in  which  cases  receipt  at  the  soldier's 
proper  station  of  the  order  directing  his  discharge  will  be  deemed 
sufficient  notice.  In  the  latter  cases  the  date  of  the  receipt  of  tha 
order  and  the  reason  why  actual  notice  thereof  was  not  given  to  the 
soldier  will  be  indorsed  upon  the  certificate.  Such  notation  will  be 
made  on  the  service  record  under  "Remarks."     (Par.  152,  A.  R.) 

c.  (1)  When  a  soldier's  term  of  enlistment  expires  while  he  is 
awaiting  trial  or  sentence  (par.  189&  (7)),  he  will  be  discharged  on 
the  date  of  the  receipt  of  an  order  publishing  the  case  or  otherwise 
disposing  of  it,  and  the  discharge  certificate  will  be  dated  accordingly. 
The  discharge  certificate  will  not  be  delivered  to  the  man  until  his 
release  from  confinement,  but  on  the  date  of  discharge  personal  notice 
thereof  will  be  given  to  him  by  an  officer,  and  the  fact  that  such  notice 


COMPANY  ADMINISTRATION.  76 

was  given  will  be  Indorsed  upon  the  discharge  certificate  and  will  be 
noted  under  "  Remarks  "  on  the  service  record. 

(2)  If  a  soldier  is  detached  from  his  company  at  the  time  he  is  dis- 
charged, an  extract  of  his  service  record  will  be  forwarded  without 
delay  to  his  company  or  detachment  commander.     (Pars.  119  and  194.) 

d.  (1)  Whenever  an  enlisted  man  is  discharged  from  the  Army 
prior  to  the  expiration  of  his  term  of  service,  the  actual  cause  of  dis- 
charge and  the  number,  date,  and  source  of  the  order  or  description  of 
authority  therefor  will  be  fully  stated  on  the  discharge  certificate 
(Forms  No.  525  and  526,  A.  G.  O),  as  the  reason  for  discharge,  e.  g., 
"  Dependent  mother ;  par.  4,  SO  140,  E  Dept,  1018."     (Tar.  142,  A.  R.) 

(2)  When  a  soldier  is  discharged  on  account  of  misconduct  or  unfit- 
ness for  service,  physical  or  in  character,  due  to  his  own  misconduct, 
the  statement  to  that  effect  set  forth  in  the  order  directing  his  dis- 
charge will  be  noted  on  the  discharge  certificate  as  the  reason  for 
discharge,  e.  g.,  "  Having  become  physically  unfitted  for  the  service 
due  to  his  own  misconduct ;  par  13,  SO  49,  B  Dept,  1918." 

(3)  When  a  soldier  is  discharged  on  surgeon's  certificate  of  disa- 
bility, a  statement  to  that  effect  will  be  made  on  the  discharge  certi- 
ficate as  the  reason  for  discharge,  but  the  diagnosis  as  given  in  the 
certificate  of  disability  wiU  not  be  quoted ;  e.  g.,  "  SCD,  4th  lud,  HQ  p] 
Dept,  May  15,  1918." 

(4)  When  discharge  is  by  reason  of  expiration  of  term  of  service, 
that  fact  will  be  stated,  written  thus,  "  Expiration  of  service." 

e.  A  certificate  of  discharge  will  not  be  given  to  a  retired  soldier. 
(Par.  135,  A.  R.) 

f.  (1)  Blank  forms  for  discharge  will  be  retained  in  the  personal 
custody  of  company  commanders.     (Par.  150,  A.  R.) 

(2)  Discharge  certificates,  Forms  No.  525,  526,  527,  A.  G.  O.,  will  be 
used  in  the  discharge  of  enlisted  men  only. 

g.  Discharge  certificates  are  of  three  classes — 

(1)  The  blank  for  honorable  discharge  (Form  No.  525,  A.  G.  O) 
when  the  soldier's  conduct  has  been  such  as  to  warrant  his  reenlist- 
ment,  and  his  service  has  been  honest  and  faithful. 

(2)  The  blank  for  dishonorable  discharge  (Form  No.  527,  A.  G.  O.) 
for  dishonorable  discharge  by  sentence  of  a  court-martial  or  military 
commission. 

(3)  The  blank  for  discharge  (Form  No.  526,  A.  G.  O.)  when  the 
soldier  is  discharged  except  as  specified  under  (1)  and  (2).  (Pars. 
ISlfd)  and  194.) 

h.  (1)  Discharge  certificates  will  not  be  made  in  duplicate.  Upon 
satisfactory  proof  of  the  loss  or  destruction  of  a  discharge  certificate 
without  the  fault  of  the  person  entitled  to  it,  the  War  Department 
may  issue  to  such  person  a  certificate  of  service.  Application  will  be 
made  on  Form  No.  214,  A.  G.  O.     (Par.  151,  A.  R.) 

(2)  Discharge  certificates  must  not  be  forwarded  to  the  War  De- 
partment in  correspondence  unless  called  for. 

i.  (1)  The  preparation  of  discharge  certificates  in  manuscript  is 
prohibited  when  the  proper  printed  forms  therefor  are  available. 
(Par.  1572,  A.  R.) 

(2)  Under  no  circumstances  will  data  on  discharge  certificate  be 
filled  in  on  a  typewriting  machine,  nor  by  rubber  stamp.  All  entries 
must  be  neatly  and  legibly  made  in  longhand.    The  certificate  of  dis- 


76  COMPANY  ADMINISTRATION. 

charge  Is  the  official  record  of  service  furnished  the  discharged  man 
and  as  such  must  be  exact,  not  readily  changed,  and  presentable. 
(Par.  194,  C.  of  O.) 

;.  (1)  When  an  enlisted  man  is  discharged  from  the  service  the 
"  character  "  given  him  on  his  discharge  certificate  will  be  noted  on 
his  service  record.     (Par.  51,  C.  of  O.) 

(2)  The  "character"  given  on  a  discharge  certificate  is  discre- 
tionary with  the  company  or  other  immediate  commander  of  the 
soldier,  except  where  otherwise  directed  by  sentence  of  a  general 
court-martial,  or  by  orders  from  the  War  Department;  and  the  de- 
facing of  a  discharge  certificate  by  writing  thereon  anything  to  the 
discredit  of  the  soldier's  character,  after  the  same  has  been  given  by 
his  company  or  other  immediate  commander,  is  prohibited.  (Par. 
49,  C.  of  O.) 

(3)  The  "character"  given  will  be  entered  on  the  discharge  cer- 
tificate by  the  company  commander. 

fc.  (1)  In  cases  where  the  soldier  was  retained  in  service  to  make 
good  any  time  lost  through  desertion  (par.  192e  (1)),  unauthorized 
absence  (par.  192c  (1)),  confinement  under  sentence  or  while  await- 
ing trial  and  disposition  of  his  case,  if  the  trial  results  in  convic- 
tion (par.  189&(3)),  or  through  inability  to  perform  duty  on  ac- 
count of  intemperate  use  of  drugs  or  alcoholic  Uquor,  or  on  account 
of  disease  or  injury  the  result  of  his  own  misconduct  (pars.  245(1) 

and  1S8&  (1) ) ,  the  notations  will  read  "  Retained  in  service days 

after  expiration  of  term  of  enlistment  under  A.  W.  107."  (Par.  147i, 
A.  R.) 

(2)  In  cases  where  the  soldier  was  retained  in  service  for  the  con- 
venience of  the  Government  the  notations  will  read :  "  Retained  In 

sei"vice  days  after  expiration  of  term  of  enlistment  for  the 

convenience  of  the  Government." 

(3)  In  either  case  the  explanatory  notation  will  be  made  under 
"  Remarks." 

I.  Upon  payment  of  the  final  statement  of  a  discharged  soldier 
(par.  181)  the  quartermaster  will  indorse  over  his  signature  on  the 
discharge  certificate  in  the  space  to  the  left  of  the  signature  of  the 
company  or  detachment  commander,  all  amounts  paid  and  specify 
any  item  for  which  payment  has  not  been  made  in  full.  This  action 
Is  not  necessary  when  the  final  statement  has  been  transferred  in  con- 
formity with  regulations.     (Par.  1376,  A.  R.) 

m.  When  in  the  opinion  of  the  company  commander  the  circum- 
stances warrant  it,  notation  will  be  made  under  "  Remarks  "  on  the 
back  of  discharge  certificate  that  the  soldier  is  fitted  for  a  commis- 
sion in  the  United  States  Volunteers,  giving  his  special  qualifications. 
(Par.  149,  A.  R.) 

n.  Immediately  following  the  heading  "  Battles,  engagements,  skir- 
mishes, expeditions"  on  the  discharge  certificate  will  be  interpolated 
the  heading  "  Decorations,  sendee  medals,  citations."  Under  this 
heading  will  be  recorded  the  award  to  the  soldier  of  any  decoration 
or  citation  for  valor  or  service,  and  the  authority  for  the  award. 
(Cir.  No.  232,  W.  D.,  1919.) 

158.  Report  of  furlough  to  the  reserve,  Form  No.  559,  A.  G.  0.— 
a.  Report  is  made  on  this  form — 

(1)  In  the  case  of  each  enlisted  man  furloughed  to  the  Regular 
Army  Reserve.     (Par.  16,  R.  R.  A.  R.) 


COMPANY  ADMINISTRATION.  77 

(2)  In  the  case  of  each  man  who  is  enlisted  or  reenlisted  in  the 
Regular  Army  Reserve,     (Par.  21,  R.  R.  A.  R.) 

b.  (1)  The  report  will  be  iorwarded  directly  to  The  Adjutant  Gen- 
eral of  tlie  Army.     (Purs.  17  and  21,  R.  R.  A.  R.) 

(2)  In  case  of  furlough  to  the  reserve,  the  fact  and  date  of  the 
mailing  of  the  report  will  be  noted  under  "  Remarks  "  on  the  extract 
from  service  record.     (Par.  119.) 

(3)  In  case  of  enlistment  or  reenlistment  in  the  Regular  Army 
Reserve,  the  report  will  be  accompanied  by  the  enlistment  paper. 
(Par.  21,  R.  R.  A.  R.) 

159.  Charge  sheet,  Form  No.  59-1,  A.  G.  0. — a.  All  charges  for  trial 
by  courts-martial  will  be  prepared  in  triplicate,  using  one  of  this 
form  as  a  lirst  sheet  and  two  sheets  of  ordinary  letter  or  legal  cap 
paper  as  the  second  and  third  sheets.     (Par.  75,  M.  C.  M.) 

b.  The  charges  will  be  accompanied  by — 

(1)  Except  when  trial  is  to  be  had  by  summary  court,  a  brief 
statement  of  the  substance  of  all  material  testimony  expected  from 
each  material  witness,  both  for  the  prosecution  and  for  the  defense, 
together  with  all  available  and  necessary  information  as  to  any  other 
actual  or  probable  testimony  or  evidence  in  the  case.  (Par.  75, 
M.  C.  M.) 

(2)  In  the  case  of  an  enlisted  man,  properly  authenticated  evi- 
dence of  convictions,  if  any,  of  an  offense  committed  by  him  during 
his  current  enlistment  and  within  one  year  next  preceding  the  date 
of  the  alleged  commission  by  him  of  the  offense  set  forth  in  the 
charges. 

c.  (1)  The  evidence  of  previous  convictions  referred  to  in  subpara- 
^aph  6  (2)  consists  of  (par.  306,  M.  C.  M.)  — 

(o)   Records  of  previous  trials  and  convictions; 
(&)  Duly  authenticated  copies  of  such  records; 

(c)  Duly  authenticated  copies  of  orders  promulgating  such 
trials  and  convictions; 

(d)  Duly  authenticated  copy  of  records  of  previous  convic- 
tions as  shown  by  the  service  record  of  the  soldier. 

(2)  (o)  Copies  of  such  records  and  orders  promulgating  trial 
and  conviction  are  duly  authenticated  when  impressed  with  the 
stamp  of  the  bureau,  office,  or  headquarters  having  custody  of 
the  original,  or  when  certified  as  a  true  copy  by  an  ofiicer  having 
custody  of  such  records.     (Par.  306,  M.  C.  M.) 

( b )  The  record  of  previous  convictions  as  shown  by  the  service 
record  will  be  duly  authenticated  when  certified  as  "  a  true  copy  " 
by  the  officer  having  custody  of  the  service  record. 

d.  (1)  The  statement  of  the  substance  of  the  material  testimony 
expected  from  material  witnesses  will  be  prepared  on  ordinary  paper 
of  letter  or  legal  size,  with  heading  such  as  "  statement  of  material 
testimony  expected  from  the  material  witnesses  in  the  case  of  (name, 
Army  serial  number,  grade,  and  company  and  regiment  or  arm,  corps 
or  department)  ". 

(2)  The  statement  will  give  in  turn  the  name,  grade,  and  com- 
pany, and  regiment,  or  arm,  or  corps  or  department  (or  address,  In 
case  of  civilian)  of  each  material  witness  followed  by  the  substance 
of  the  statement  of  the  witness  as  given  to  the  company  commander 
or  the  subordinate  officer  designated  by  the  company  commander  to 


78  COMPANY  ADMINISTRATION. 

Investigate  the  ease,  for  example,  "  1st  Sgt  Lee  Barker,  Co.  A,  65th 
Inf.,  states  that  Pvt  John  Young,  Co.  A,  65th  Inf.,  was  absent  from 
retreat  roll  call  on  June  10/19  and  remained  absent  until  about 
3  p.  m.  June  21/19  when  he  was  returned  to  the  company  by  a  member 
of  the  military  police,  etc." 

(3)  The  statement  will  be  signed  by  the  company  commander  or 
the  subordinate  officer  designated  to  investigate  the  case. 

(4)  The  date  and  place  will  be  shown  at  the  end  of  the  statement. 

e.  (1)  The  copy  of  the  record  of  previous  conviction  as  shown  by 
the  service  record  of  the  soldier  will  be  prepared  on  ordinary  letter 
or  legal  cap  paper. 

(2)  The  copy  will  be  certified  as  a  true  copy  by  the  company  com- 
mander. 

f.  The  charges  (in  triplicate)  vrill  be  forwarded  to  the  headquar- 
ters or  office  to  which  the  morning  report  is  submitted  and  will  gen- 
erally accompany  the  morning  report. 

g.  (1)  When  trial  is  had  by  summary  court,  the  original  charge 
sheet  will  be  completed  as  the  record  of  trial.  This  record  will  be 
deUvered  to  the  personnel  adjutant,  who,  after  noting  the  necessary 
data  on  the  report  of  changes,  the  pay  roll  of  the  company  and  the 
pay  card  of  the  soldier,  will  initial  the  charge  sheet  in  the  place  pro- 
vided and  transmit  it  to  the  company  commander.  The  company 
commander  wiU  make  the  necessary  entry  on  the  service  record  under 
the  heading  "  Record  of  convictions  by  courts-martial ",  and,  if  re- 
quired, under  "  Pay  detained  by  court-martial  ".  He  will  initial  the 
charge  sheet  and  return  it  to  the  officer  who  appointed  the  court 
(App.  Ill  Instr.  8a,  M.  C  M.) 

(2)  Copies  of  orders  promulgating  trials  and  convictions  by  special 
and  general  courts-martial  wiU  be  transmitted  to  the  company  com- 
mander through  the  personnel  adjutant  who  will  note  over  his  signa- 
ture on  the  copy  of  the  order  furnished  to  the  company  commander 
the  fact  that  proper  notation  has  been  made  on  the  report  of  changes, 
the  pay  roll  of  the  organization  and  the  pay  card  of  the  soldier.  The 
company  commander  will  make  the  necessary  entry  on  the  service 
record  of  the  soldier  under  the  heading  "Record  of  convictions  by 
courts-martial ".    The  copy  of  the  order  may  then  be  destroyed. 

ft..  Forms  for  synopses  of  convictions  by  courts-martial  and  for 
synopses  of  sentences  for  entry  in  service  records  are  shown  in  Ap- 
pendix 4a  and  9a,  respectively,  of  the  Manual  for  Courts-martial. 

160.  Statement  of  charges,  Form  No.  602,  A.  Q.  0 a.  (1)  If  an 

article  of  public  property  is  lost  or  damaged  through  fault  or  neglect 
of  an  officer  or  enlisted  man  he  will  pay  the  value  thereof  or  the  cost 
of  repairs  at  such  rate  as  may  be  determined  by  a  survey  of  the 
property  (par.  685,  A.  R.)  ;  or,  if  the  person  to  be  charged  waives 
survey,  the  value  thereof  or  cost  of  repairs  will  be  charged  to  him. 

(2)  Articles  of  tableware  and  kitchen  utensils  damaged,  broken, 
destroyed,  or  lost  through  carelessness  of  an  enlisted  man  will  be 
charged  against  his  pay.     (Par.  1178,  A.  R.) 

(3)  When  a  deserter  carries  away  public  property,  or  when  such 
property  is  lost  through  his  desertion,  its  value  will  be  determined 
by  a  survey  (par.  142e  (1) ),  charged  against  him  on  the  pay  roll,  and 
noted  on  his  service  record.     (Pars.  116  and  687,  A.  R.) 

(4)  Whenever  a  report  of  survey  recommends  a  stoppage  against  an 
enlisted  man  and  the  recommendation  is  approved,  the  appointing 


COMPANY  ADMINISTRATION.  19 

authority  will  cause  a  copy  of  the  report  to  be  furnished  to  the  com- 
pany commander,  who  will  cause  the  amount  to  be  charged  against 
the  soldier  on  a  statement  of  charges,  Form  No.  602,  A.  Q.  O.  Such 
charges  will  be  made  against  the  soldier  on  his  pay  card  and  the  cur- 
rent pay  roll  of  the  company  by  the  personnel  adjutant.  (Par. 
724,  A.  R.) 

6.  (1)  The  amount  charged  against  an  enlisted  man  on  account  of 
loss  of  or  damage  to  Government  property  will  not  exceed  the  value  of 
the  articles  or  cost  of  repair.     (Par.  6S6,  A.  R.) 

(2)  A  charge  will  be  made  only  on  conclusive  proof  and  not  with- 
out a  survey  when  the  soldier  concerned  demands  It. 

(3)  The  soldier  will  be  informed  at  the  time  of  signing  the  pay 
roll  that  Ms  signature  will  be  regarded  as  an  acknowledgment  of  the 
justice  of  the  charge. 

c.  (1)  All  property,  including  clothing  and  individual  equipment, 
will  be  entered  on  this  form  when  first  charged  against  the  pay  of 
enlisted  men,  including  deserters. 

(2)  A  single  statement  of  charges  will  be  prepared  at  the  beginning 
of  each  month.  Entries  will  be  made  thereon  from  time  to  time  as 
the  occasion  arises.  Each  class  of  property — e.  g.,  quartermaster, 
ordnance,  engineer,  signal,  medical,  etc. — being  listed  separately 
thereon  under   appropriate  headings. 

(3)  In  the  column  headed  "  Cause  of  charge  "  will  be  stated  whether 
the  articles  were  lost,  damaged,  destroyed,  or  taken  by  deserter ;  and 
If  the  charge  is  authorized  by  a  report  of  survey  (par.  142),  the  abbre- 
viation "  R.  S."  will  be  added. 

(4)  The  initials  of  the  personnel  adjutant  in  the  columns  provided 
for  the  purpose  will  indicate  that  the  charge  has  been  made  against 
the  soldier  on  his  pay  card  and  the  pay  rolls  of  the  company. 

(5)  When  a  charge  is  made  on  the  pay  roll  against  the  soldier^ 
and  not  collected,  entry  of  the  charge  will  be  made  only  once  on  the 
statement  of  charges,  although  the  charge  will  appear  on  subsequent 
rolls. 

d.  The  statement  of  charges  will  be  opened  by  the  company  or 
detachment  commander  on  the  day  that  the  first  charge  for  the  month 
Is  made  and  closed  on  the  last  day  of  the  month.  The  statement  of 
charges  containing  the  entries  for  the  day  will  be  submitted  with 
the  morning  report  to  the  personnel  adjutant,  who  will,  after  entering 
all  data  on  appropriate  pay  cards  and  the  pay  rolls  of  the  company, 
affix  his  initials  opposite  the  name  of  each  man  on  the  statement  of 
charges  and  return  the  statement  of  charges  to  the  company  com- 
mander with  the  morning  report.  This  procedure  will  be  followed  for 
each  charge  during  the  month. 

e.  If  the  articles  are  found  missing  when  a  soldier  dies,  deserts,  or 
Is  discharged,  retired,  or  furloughed  to  the  reserve,  the  amount  in  the 
case  of  each  class  of  property,  ordnance,  or  clothing  will  be  noted 
under  "Other  stoppages"  on  extract  from  service  record  (Form  No. 
29a,  A.  G.  O.)  in  addition  to  being  noted  on  the  statement  of  charges. 

f.  At  the  end  of  the  month  to  which  it  pertains  the  statement  of 
charges  will  be  filed  as  a  voucher  to  the  property  loan  record  for  the 
information  of  the  auditor  upon  his  next  visit,  after  which  it  may 
be  destroyed.  When  dropping  from  the  property  loan  record  property 
which  has  been  charged  on  a  statement  of  charges  the  abbreviation 
"  S.  of  C."  will  be  placed  In  the  column  headed  "  Receiving  report." 


80  COMPANY  ADMINISTRATION. 

161.  Record  card  of  enlisted  man  of  staff  corps  or  department, 
Form  No.  627,  A.  G.  0. — o.  When  a  man  is  enlisted  for,  reeulisted  in, 
or  transferred  to  any  staff  corps  or  department,  the  commander  of  the 
company  or  detachment  to  which  the  soldier  is  assigned  after  enlist- 
ment, reenlistment,  or  transfer,  will  prepare  a  record  card  of  the 
soldier  on  this  form  and  forward  it  directly  to  the  Quartermaster 
General,  the  Surgeon  General,  the  Chief  Signal  Officer,  the  Chief  of 
Ordnance,  Chief  of  Air  Service,  Chief  of  Construction  Division,  or 
Ciiief  of  Motor  Transport  Corps,  except  in  the  case  of  a  man  stationed 
in  the  Philippine,  Hawaiian,  or  Panama  Canal  Departments,  when 
the  record  card  will  be  sent  through  department  headquarters.  (Pars. 
1009  and  1512i,  A.  R. ;  par.  41,  Manual  for  the  Medical  Department, 
1916;  and  par.  15  (f).  Signal  Corps  Manual  No.  7,  1915.) 

6.  The  number  of  years  for  which  the  soldier  is  enlisted  will  be 
entered  under  the  heading  "Current  enlistment."  Pending  revision 
of  the  form  the  entry  will  be  made  on  the  third  line  Immediately  fol- 
lowing the  entry  of  place  of  enlistment;  e.  g.,  "at  Ft.  Logan,  Col., 
for  3  years."     (Cir.  429,  W.  D.,  1919.) 

162.  Score  card  known-distance  rifle  practice,  special  course 
C,  Form  No.  628,  A.  G.  0. — a.  The  form  will  be  used  as  a  score  card 
on  the  target  range  in  firing  under  special  course  C,  Appendix  II, 
Small  Arms  Firing  Manual. 

b.  The  scoring  and  entries  on  the  record  will  be  closely  supervised 
by  the  officer  conducting  the  practice. 

c.  The  scores  in  record  practice  will  be  transcribed  to  the  soldier's 
service  record  under  the  supervision  of  the  company  commander. 

d.  For  instructions  regarding  the  filing  and  disposing  of  the  score 
card,  see  paragraphs  102&(6),  102c (1). 

163.  Individual  equipment  record,  Form  No.  637,  A.  G.  0. — See 
paragraphs  121-130.     (Par.  681-A,  A.  R.) 

164.  Pay  card,  Form  No.  644,  A.  (J.  0.— See  Special  Regulations 
No.  58. 

165.  War  diary,  Form  No.  660,  A.  G.  0. — See  Special  Regulations 
No.  58. 

166.  Correspondence  l)oot.  Form  No.  662,  A.  G.  0. — See  para- 
graphs 79-S6.     (Par.  280,  A.  R.) 

QUASTEBilASTEB  COEPS. 

167.  Advice  of  soldier's  deposits,  Q.  M.  C.  Form  No.  8a. — a.  When 
deposits  have  been  made  by  enlisted  men,  the  company  commander 
will  forward  directly  to  the  Quartermaster  General  a  list  of  the 
names  of  the  depositors  showing  in  each  case  the  date,  place,  and 
amount  of  each  deposit  and  the  name  of  the  quartermaster  who  re- 
ceived it     (Par.  1361,  A.  R.) 

6.  Each  report  will  be  restricted  to  include  only  deposits  with  one 
quartermaster  on  a  given  date.     (Far.  1361,  A.  R.) 

c.  Before  being  forwarded  to  the  Quartermaster  General  the  list 
will  be  compared  with  the  entries  on  the  service  records  and  deposit 
books  (Form  No.  41,  Q.  M.  C),  and  the  company  commander  or  other 
officer  witnessing  the  payment  will  be  careful  to  see  that  the  names 
and  Army  serial  numbers  of  the  depositors  are  correctly  given. 
(Pars.  56,  58c,  170a  (3)  ;  par.  1361,  A.  R.) 

168.  Soldier's  Allotment,  Q.  M.  C.  Form  No.  88.— a.  (1)  An  en- 
Usted  man  in  active  service,  or  a  retired  enUsted  man  on  active  duty, 


COMPANY  ADMIinSTRATION.  81 

wherever  located,  may  make  an  allotment,  for  his  own  savings,  or 
for  any  other  purpose  except  to  obtain  an  advance  of  pay,  of  any 
portion  of  his  pay  after  deductions  are  made  in  accordance  with  the 
war-risk  insurance  act.  Such  an  allotment  ia  a  class  '*  E  "  allotment 
and  Is  made  under  the  provisions  of  the  act  of  Congress  approved 
March  2,  1S99,  as  amended  by  the  acts  approved  March  2,  1901,  and 
October  6,  1917.     (Par.  52,  S.  R.  No.  72.) 

(2)  If  an  enlisted  man  desires  to  make  an  allotment  to  dependents 
In  excess  of  the  amount  necessary  to  sustain  family  allowances  under 
the  war-risk  insurance  act  (classes  "A"  and  "B"),  such  excess  allot- 
ment is  a  class  "  E  "  allotment.     (Par.  52,  S.  R.  No.  72.) 

(3)  Allotments  for  the  payment  of  premiums  in  private  insurance 
companie-s,  societies,  or  organizations  are  class  "  E  "  allotments,  and 
are  made  in  duplicate  on  Q.  M.  C.  Form  No.  38.  (Pars.  13  and  52, 
S.  R.  No.  72.) 

(4)  Class  "  C  "  allotment  is  an  automatic  allotment  to  pay  premium 
on  Government  term  insurance ;  it  is  not  made  on  Q.  M.  C.  Form 
No.  38. 

(5)  Class  "D"  allotment  is  made  in  triplicate  on  Q.  M.  C.  Form 
No.  38  to  pay  premium  on  Government  converted  insurance  as  pre- 
scribed in  Circular  No.  498,  W.  D.,  1919. 

b.  A  discontinued  allotment  can  not  be  renewed  but  a  new  allotment 
may  be  made  by  executing  a  new  form.     (Par.  56,  S.  R.  No.  72.) 

c.  An  allotment  may  not  be  made  to  an  enemy  alien,  whether  a 
resident  of  the  United  States  or  a  foreign  country.  (Par.  27, 
&  R.  No.  72.) 

d.  (1)  Before  the  company  commander  signs  the  allotment  he  will 
require  the  soldier  to  read  the  entire  form  and  verify  the  name  and 
address  of  the  allottee.     (Par.  1.5,  S.  R.  No.  72.) 

(2)  Before  certifjdng  a  class  "E"  allotment  the  company  com- 
mander will  satisfy  himself  that  the  allotment  is  not  made  for  the 
purpose  of  obtaining  an  advance  of  pay.  When  a  bank  is  designated 
as  allottee,  the  company  commander  will  furnish  the  bank  with  the 
signature  of  the  grantor  and  inform  the  bank  of  the  amount  and 
period  of  the  allotment.  The  company  commander  will  also,  if  pos- 
sible, satisfy  himself  that  the  bank  has  an  existence.  (Par.  15, 
S.  R.  No.  72.) 

e.  Allotments  will  be  noted  on  the  service  record  of  the  soldier  in 
the  space  provided  for  the  purpose.  (Par.  116.)  The  company 
commander  will  write  or  stamp  on  the  duplicate  the  words  "  Entered 
on  service  records"  and  add  his  initials.  (Par.  21,  S.  R.  No.  72; 
sec.  V,  G.  O.  83,  W.  D.,  1918.) 

/.  Both  copies  of  the  allotment  will  be  transmitted  to  the  personnel 
adjutant,  who  will  make  the  necessary  entries  on  the  pay  roll  of  the 
company  and  the  pay  card  of  the  soldier,  write  or  stamp  en  the  dupli- 
cate the  words  "  Entered  on  pay  roll  and  pay  card,"  and  return  them 
to  the  company  commander.  The  original  allotment  will  be  trans- 
mitted by  the  company  commander  to  the  zone  finance  officer,  Wash- 
ington, D.  C,  and  the  duplicate  to  The  Adjutant  General  of  the  Army, 
Washington,  D.  C.     (Par.  13,  S.  R.  No.  72.) 

g.  After  class  "  D  "  allotments  have  been  recorded  as  in  paragraph 
/,  they  will  be  transmitted  as  provided  in  Circular  No.  498,  W.  D., 
1919. 

169.  Dlscontinnanee  of  allotment,  Q.  M.  C.  Form  No.  39. — 
a.  When  an  allotment  is  to  run  for  the  full  period  for  which  granted 
130207—19 S 


82  COMPANY  ADMINISTRATION. 

no  request  for  discontinuance  or  notice  of  expiration  is  necessary. 
(Par.  1351,  A.  R.) 

6.  Allotments  will  be  discontinued  prior  to  the  expiration  of  the 
period  for  which  granted — 

(1)  Upon  request  of  the  soldier  (par.  1351,  A.  R. ;  par.  55,  S.  R. 
No.  72)  ; 

(2)  Upon  request  of  the  company  commander  when  forfeiture  of 
pay  by  sentence  of  court-martial  Is  such  that  possibly  it  can  not  be 
collected  in  full  prior  to  the  discharge  or  furlough  to  the  reserve  of 
the  soldier  if  the  allotment  is  continued  (pars.  1350  and  1358,  A.  R.)  ; 

(3)  Upon  request  of  the  company  commander  because  of  reduc- 
tion in  rank,  continued  misconduct,  stoppage  of  pay  for  loss  of  or 
damage  to  Government  property,  or  when  for  any  other  reason  the 
soldier's  available  pay  will  not  warrant  continuance  of  the  allotment. 
(Pars.  1350  and  1358,  A.  R.) 

(4)  (a)  In  the  case  of  (1),  (2),  and  (3)  the  request  for  discontinu- 
ance will  be  prepared  on  Q.  M.  C.  Form  No.  39,  signed  by  the  company 
commander  and  forwarded  directly  to  the  zone  finance  officer,  United 
States  Army,  Washington,  D.  C,  and  to  the  Bureau  of  War  Risk  In- 
surance in  case  of  class  "  D  "  allotment. 

(6)  The  form  will  be  signed  by  the  soldier  when  the  request  is 
made  by  him  as  contemplated  In  subparagraph  6  (1). 

c.  (1)  A  memorandum  concerning  the  request  will  be  placed  in 
the  "  Reminder  "  (par.  205)  under  the  date  that  the  acknowledgment 
from  the  zone  finance  officer  may  be  expected.  (Subpar.  (2).)  If 
the  proper  form  for  requesting  discontinuance  of  allotment  is  not 
available  the  allotment  may  be  discontinued  by  letter,  in  which  case  a 
carbon  copy  of  the  letter  should  be  placed  in  the  "  Reminder  "  as  in 
the  case  of  the  memorandum  when  the  proper  form  is  used. 

(2)  The  zone  finance  officer,  Washington,  D.  C,  will  notify  the  com- 
pany commander  of  the  fact  of  discontinuance  of  payment  to  the 
allottee  and  the  last  month  for  which  the  allotment  was  paid.  The 
notification  of  discontinuance  from  the  zone  finance  officer,  Washing- 
ton, D.  C,  when  received  by  the  company  commander  will  be  trans- 
mitted by  him  to  the  personnel  adjutant,  who,  after  making  necessary 
entries  on  the  pay  roll  of  the  company  and  the  pay  card  of  the  soldier, 
will  write  or  stamp  on  the  notification  the  words  "  Entered  on  pay 
rolls  and  pay  card,"  and  return  the  notification  to  the  company  com- 
mander, who  will  file  it  as  hereinafter  indicated.  (Subpar,  (4)  ; 
pars.  1350  and  1351,  A.  R. ;  pars,  20  and  55,  S.  R.  No.  72.) 

(3)  The  request  for  discontinuance  of  the  allotment  will  specify 
the  month  for  which  the  last  payment  is  to  be  made,  but  the  stoppage 
of  pay  to  meet  the  allotment  must  be  continued  until  the  notification 
is  received  from  the  zone  finance  officer,  Washington,  D.  C,  and  the 
soldier  will  then  be  credited  on  the  next  pay  roll  with  any  amount 
withheld  in  excess  of  the  amount  paid  to  the  allottee,  (Pars,  1350 
and  1351,  A.  R. ;  pars.  20  and  55,  S.  R.  No.  72.) 

(4)  When  the  notification  from  the  zone  finance  officer,  Washing- 
ton, D.  C,  is  received  back  from  the  personnel  adjutant  (subpar. 
(2)),  the  fact  of  discontinuance  of  the  allotment  will  be  entered  on 
the  service  record  of  the  soldier,  the  entry  being  initialed  by  the  com- 
pany commander.  The  notification  of  discontinuance  will  then  be 
placed  in  the  five-year  file,  and  the  memorandum  in  the  "  Reminder  " 
destroyed,    (Subpar.  (1)  and  pars,  205e  and  213.) 


COMPANY  ADMINISTRATION.  88 

d.  On  the  death,  discharge,  furlougli  to  the  reserve,  retirement,  or 
desertion  of  an  enlisted  man  who  has  an  allotment  running,  the  allot- 
ment ceases,  and  the  company  commander  will  report  the  separation 
from  active  service  as  follows: 

(1)  In  every  such  case  the  company  commander  will  prepare  and 
forward  to  the  zone  finance  officer,  Washington,  D.  C.  (and  to  the 
Bureau  of  War  Risk  Insurance  in  case  of  class  "D"  allotment),  a 
notification  of  discontinuance  of  allotment  on  Q.  M.  C.  Form  No.  39. 

(2)  In  cases  occurring  within  the  continental  limits  of  the  United 
States,  including  Alaska,  after  the  20th  of  the  month  of  discharge  or 
furlough  to  the  reserve  except  under  demobilization  orders,  retirement, 
or  desertion,  of  an  enlisted  man  having  an  allotment  running,  the 
company  commander,  in  addition  to  giving  notice  on  Q.  M.  C.  Form  No. 
39,  will  also  report  by  telegram  to  the  zone  finance  officer,  W^ashing- 
ton,  D.  C,  the  fact  of  separation  from  active  service,  giving  the  full 
name,  Ai'my  serial  number,  and  company  and  regiment  or  arm  or  staff 
corps  or  department  of  the  soldier. 

(3)  (a)  In  cases  occurring  without  the  continental  limits  of  the 
United  States,  including  Alaska,  of  discharge,  furlough  to  the  reserve, 
desertion,  or  retirement  of  an  enlisted  man  who  has  an  allotment  run- 
ning, the  company  commander,  in  addition  to  sending  notification  to 
the  zone  finance  officer  (subpar.  (2) ),  will  report  the  separation  from 
active  service  to  the  commander  of  the  department  or  expeditionary 
forces,  to  be  cabled  to  The  Adjutant  General  of  the  Army.  The  report 
of  the  company  commander  will  include  the  name.  Army  serial  num- 
ber, company  and  regiment  or  arm  or  corps  or  department  of  the  sol- 
dier, and  the  fact  that  he  has  an  allotment  running.  The  report  will 
be  sent  by  telegram  in  case  report  by  mail  under  normal  conditions 
of  mail  service  would  not  reach  the  headquarters  of  the  department 
or  forces  on  or  before  the  20th  of  the  month  in  which  the  discharge, 
furlough  to  the  reserve,  desertion,  or  retirement  occurs. 

(6)  The  fact  and  date  of  mailing  the  notification  to  the  zone 
finance  officer  and  of  making  the  report  to  the  commander  of  the 
department  or  expeditionary  forces  will  be  noted  under  "  Remarks  " 
on  the  extract  from  service  record.  Form  No.  29a,  A.  G.  O.  (Par.  119 ; 
par.  1350,  A.  R.) 

e.  If  an  erroneous  payment  Is  made  to  an  allottee  because  of  the 
failure  of  an  officer  responsible  for  such  report  to  report  the  death 
of  the  grantor  or  any  other  fact  which  renders  the  allotment  not  pay- 
able, the  amount  of  such  erroneous  payment  will  be  charged  to  the 
officer  who  fails  to  make  such  report.     (Par.  1353,  A.  R.) 

170.  Soldier's  deposit  book,  Q.  M.  C.  Form  No.  41. — a.  (1)  Any 
enlisted  man  in  active  service  may  deposit  his  savings  with  any 
quartermaster  in  sums  of  not  less  than  $5.     (Par.  1361,  A.  R.) 

(2)  The  deposit  book  will  show  the  name  and  Army  serial  number 
of  the  depositor,  the  place,  date,  and  amount  of  each  deposit.  Each 
deposit  will  be  receipted  by  the  quartermaster  and  attested  by  the 
company  commander.     (Par.  1361,  A.  R.) 

(3)  Deposits  wall  be  noted  on  service  records  of  the  soldiers  con- 
cerned immediately  after  payment  and  before  the  advice  of  soldiers' 
deposits  Is  forwarded  to  the  Quartermaster  General.  (Pars.  56,  58d, 
and  167;  par.  1361,  A.  R.) 

(4)  The  transfer,  pledge,  or  sale  of  the  deposit  book  is  prohibited. 
Enlisted  men  should  be  informed  of  the  importance  of  preserving 
deposit  books  as  the  only  certain  means  of  insuring  prompt  payment 


84  COMPANY  ADMINISTRATION. 

of  deposits  upon  discharge  or  furlough  to  the  reserve.     (Pars.  1361 
and  1364,  A.  R.) 

6.  (1)  Before  delivering  flnal  statements  upon  which  deposits  are 
credited  the  company  commander  will  ascertain  whether  the  soldier 
has  his  deposit  book,  and,  if  so,  instruct  him  to  present  it  to  the  quar- 
termaster with  his  final  statement.  The  quartermaster  will  take  up 
the  deposit  book  and  file  it  with  the  voucher  of  payment.  (Par. 
194d(6)  ;  pars.  1362  and  1363,  A.  K.) 

(2)  Should  the  soldier  claim  to  have  lost  his  deposit  book,  his 
affidavit  to  that  effect  will  be  taken  and  attached  to  the  final  state- 
ment. The  aflidavit  must  state  the  circumstances  attending  the  loss 
of  the  deposit  book  and  show  that  the  soldier  has  not  sold  or  assigned 
it.     (Par.  104;  par.  1363,  A.  R.) 

(3)  If  for  any  reason  deposits,  except  those  forfeited  by  desertion, 
are  not  paid  on  final  statement,  the  soldier  should  forward  his  deposit 
book  or  the  affidavit  referred  to  in  subparagraph  (2),  to  the  Quarter- 
master General  and  request  payment.     (Par.  1364,  A.  R.) 

c.  (1)  A  soldier  must  draw  his  deposits  when  he  is  discharged  or 
furloughed  to  the  reserve.     (Par.  1365,  A.  R.) 

(2)  Upon  the  death  of  a  soldier  who  has  deposits,  his  deposit  book, 
If  found  among  his  effects,  will  be  forwarded  to  The  Adjutant  Gen- 
eral of  the  Army  with  the  final  statement.  ( Pars.  138,  154,  and  181 ; 
pars.  83^  and  1367,  A.  R.) 

171.  Individual  clotliin?  slip,  Q.  M.  C.  Form  No.  165. — See  para- 
graphs 72-75.     (Pars.  1157-1159,  A.  R.) 

172.  Company  council  book,  Q.  M.  C.  Form  No.  452. — See  para- 
graphs 87-96. 

PURCHASE  AND   STORAGE. 

173.  Requisition,  P.  &  S.  Form  No.  160. — a.  The  instructions 
given  in  this  paragraph  relate  solely  to  the  use  of  the  form  in  the 
company. 

h.  When  articles  of  equipment  or  allowance  issues  other  than  rations 
(Tables  of  Basic  Allowances)  are  required  by  a  company  a  requisi- 
tion in  duplicate  on  this  form  will  be  prepared  by  the  company  com- 
mander and  submitted  to  the  post,  camp,  or  other  supply  officer.  (For 
instructions  regarding  supply  of  clothing,  see  pars.  72-74.)  Each 
requisition  will  be  numbered  serially  from  the  block  of  numbers  as- 
signed to  the  company  by  the  supply  officer  to  whom  the  requisition  is 
submitted. 

c.  Expendable  articles  and  articles  of  clothing  and  individual  equip- 
ment (par.  122c)  will  be  listed  on  separate  sheets  headed  "  Expend- 
able," "  Clothing,"  and  "  Individual  equipment,"  as  the  case  may  be. 
Each  class  of  property  will  be  segregated  on  the  requisition  and  given 
appropriate  heading,  such  as  "  Quartermaster,"  "  Ordnance,"  etc. 
Articles  will  be  listed  in  alphabetical  order  in  each  class. 

d.  Both  copies  of  the  requisition  will  be  signed  by  the  company  com- 
mander ;  the  duplicate  copy  will  be  retained  by  him  and  filed  as  pre- 
scribed in  paragraphs  62,  64,  and  71. 

€.  In  preparing  the  requisition  there  will  be  noted  as  the  "  basis  for 
requisition  "  some  such  explanatory  remark  as  "  To  complete  equip- 
ment of  14  recruits  " ;  "  Original  issue  of  articles  named,  strength  of 
company,  142  "  ;  "  Exchanged,"  etc.  Under  the  heading  "  Explanatory 
notes  "  will  be  entered  information  concerning  disposition  of  articles 
formerly  supplied,  e.  g.,  "  To  replace  like  articles  dropped  on  statement 


COMPANY  ADMINISTRATION.  86 

of  charges."  Entries  under  other  headings  and  columns  will  be  made 
in  accordance  with  the  requirement  of  the  supply  office  concerned  and 
according  to  tlie  conditions  of  tlie  requisition. 

174.  Ration  return,  P.  &  S.  Form  No.  223. — a.  Definition  of  a  ra- 
tion.—A  ration  is  tlie  allowance  for  the  subsistence  of  one  person  for 
one  day.     (Par.  1202,  A.  R.) 

6.     Classes  of  rations. — 

(1)  Rations  are  classed  as  (a)  garrison,  (b)  travel,  (c)  rererve, 
(d)  field,  (e)  Filipino,  (f)  emergency. 

(2)  The  garrison  ration  is  intended  for  troops  in  garrison,  and,  in 
time  of  peace,  for  troops  in  maneuver  camps.     (See  also  subpar.  o 

(2).) 

(3)  The  travel  ration  is  intended  for  troops  traveling  otherwise 
than  by  marching  and  separated  from  cooking  facilities.  (For  ra- 
tions issued  to  troops  on  tho  march  in  time  of  peace  see  subpar.  c  (2).) 

(4)  The  reserve  ration  is  carried  on  the  persons  of  the  men  and  In 
the  field  train  and  constitutes  the  reserve  for  field  service. 

(5)  The  field  ration  is  the  ration  prescribed  by  the  commander  of 
the  field  forces. 

(6)  The  Filipino  ration  is  for  the  use  of  Philippine  Scouts. 

(7)  The  emergency  ration  is  furnished,  in  addition  to  other  regular 
ration,  for  troops  in  active  campaign  and  in  the  field  in  time  of  peace 
for  purpose  of  instruction.     (Par.  1203,  A.  R.) 

c.  Components  and  substitutive  equivalents. —  (1)  The  components 
and  substitutive  equivalents  of  the  garrison,  travel,  reserve,  and 
Filipino  rations  are  prescribed  in  Army  Regulations.  (Par.  1205, 
A.R.) 

(2)  The  ration  to  be  issued  to  troops  on  the  march  in  time  of  peace 
will  be  prescribed  by  the  commander.  It  will  be  issued  on  the  same 
basis  as  the  garrison  ration  (see  subpar.  e.)  and  will  not  exceed  the 
allowance  prescribed  for  that  ration.     (Par.  1220,  A.  R.) 

(3)  In  time  of  war  Philippine  Scouts  serving  in  the  field  will  be 
furnished  the  same  ration  as  troops  of  the  Regular  Army.  (Par. 
1202,  A.  R.) 

(4)  When  it  is  impracticable  for  Philippine  Scouts  to  use  the 
Filipino  ration  while  traveling  otherwise  than  by  marching  they  may 
be  issued  the  regular  travel  ration.     (Par.  1202,  A.  R.) 

(5)  Philippine  Scout  companies  are  required  to  u.se  the  entire  meat 
component  of  the  Filipino  ration  and  not  more  than  16  ounces  of  the 
rice  component,  beans  being  used  in  the  place  of  the  remainder  of  the 
rice  component.  The  use  to  as  large  an  extent  as  possible  will  also 
be  made  of  native  food  products,  such  as  camotes,  mangos,  and  squash, 
(Par.  1205,  A.  R.) 

(6)  The  field  ration  consists  of  the  reserve  ration  in  whole  or  In 
part  supplemented  by  articles  of  food  corresponding  generally  with 
the  components  or  substitutive  equivalents  of  the  garrison  ration 
procured  locally  or  shipped  from  the  rear.     (Par.  1205,  A.  R.) 

(7)  Emergency  rations  will  not  be  opened  except  by  order  of  an 
officer  or  in  an  extremity,  nor  used  when  regular  rations  are  available. 
Company  commanders  are  responsible  for  the  proper  care  and  use  of 
emergency  rations  carried  on  the  persons  of  the  men  of  their  com- 
panies, and  will  cause  the  value  of  any  emergency  rations  lost  or 
damaged  to  be  charged  against  the  pay  of  the  persons  responsible  for 
the  loss  or  damage.     ( Par.  1205,  A.  R. ) 


86  COMPANY  ADMINISTRATION. 

d.  Extra  issues. —  (1)  Issue  of  the  articles  of  regular  monthly  allow- 
ance, other  than  rations,  given  in  Tables  of  Basic  Allowances  (Cir. 
No.  377,  W.  D.,  1919),  will  be  made  on  regular  requisition  (par.  173b). 
The  commanding  officer  will  determine  and  announce  what  xjuantitiea 
within  the  limits  prescribed  will  be  issued. 

e.  Issue  of  garrison,  travel,  and  Filipino  rations. —  (1)  All  components 
of  these  rations  due  a  company  are  held  available  by  the  quartermas- 
ter to  be  furnished  companies  when  required.  (Par.  19;  par.  1220a, 
A.  R.) 

At  the  beginning  of  the  montli  the  supply  officer  will  communicate 
to  company  commanders  the  value  of  the  ration  for  the  ensuing  month. 
Companies  will  open  an  account  with  the  quartermaster  and  the  sub- 
sistence stores  required  for  the  mess  will  be  purchased  on  charge  sales 
slips  in  the  name  of  the  organization.  If  the  company  commander 
desires  to  secure  for  the  company  mess  articles  of  food,  refreshment, 
etc.,  on  the  authorized  list  of  articles  carried  in  stock  by  the  quarter- 
master, which  are  not  on  hand  at  the  time,  he  must  secure  written 
approval  to  purchase  from  outside  sources.  (Par.  322,  A.  R.)  Where 
there  is  a  quartermaster  no  purchase  of  articles  on  the  authorized  list 
of  articles  carried  in  stock  by  the  quartermaster,  required  for  supply 
of  troops,  will  be  made  except  through  him,  except  as  provided  above. 

(2)  Ration  returns  will  be  submitted  with  the  morning  report  on 
the  day  following  the  end  of  the  calendar  month,  or  the  end  of 
such  other  ration  period  as  the  commanding  officer  may  direct,  for  the 
rations  used  by  the  company  during  that  month  or  period.  The  com- 
pany commander  will  effect  a  settlement  with  the  quartermaster  at 
the  end  of  the  month  or  other  ration  period.  Any  unexpended  balance 
due  an  organization,  not  to  exceed  25  per  cent  of  the  value  of  the  net 
number  of  rations  due  the  organization  for  the  ration  period,  will  be 
paid  in  cash  by  the  quartermaster  to  the  organization  commander 
when  the  settlement  is  effected.  Any  unexpended  balance  in  excess 
of  the  above  25  per  cent  will  revert  to  the  Government.  (Par,  1220e, 
A.  R.) 

f.  Issue  of  field,  reserve,  and  emergency  rations. — Field,  reserve, 
travel,  or  emergency  rations  may  be  issued  on  ration  returns  sub- 
mitted before  or  at  the  time  of  issue,  as  provided  in  paragraph 
1220/,  A.  R. 

g.  Preparation  of  ration  returns. — (1)  When  the  company  is  sub- 
sisted on  the  basis  of  a  ration  credit  for  the  value  of  the  garrison, 
travel,  or  Filipino  ration,  and  stores  are  purchased  from  the  quarter- 
master on  charge  sales  slips,  as  explained  in  subparagraph  e,  the 
money  value  of  the  ration  to  be  credited  to  the  company  is  Increased 
by  certain  percentages  in  case  of  messes  that  average  less  than  75 
persons  and  decreased  by  certain  percentages  for  messes  that  average 
more  than  150  persons.  The  method  of  determining  the  "  daily  aver- 
age strength  for  rations"  is  explained  in  paragraph  17&;  the  subse- 
quent correction  of  this  figure  by  the  deduction  of  the  number  of  men 
authorized  to  mess  separately  and  the  addition  or  deduction  of  the 
percentage  above  mentioned,  resulting  in  the  "  Net  number  rations  due 
organization,"  is  described  in  paragraph  lid.  The  sum  of  the  "Net 
no.  of  rations  due  organization,"  as  recorded  day  by  day  in  the 
ration  accovmt  of  the  morning  report,  for  the  total  days  of  the  ration 
period  is  the  figure  to  be  entered  on  the  ration  return  opposite  the 
heading  "  Net  number  of  rations  due  for  men  messing  with  organiza- 


COMPANY  ADMINISTRATION.  87 

tion,  additions,  and  deductions  computed."  At  the  end  of  the  ration 
period  the  sum  of  the  rations  entered  in  the  ration  account  in  the 
morning  report  opposite  the  names  of  "  Men  authorized  to  mess  sep- 
arately," will  be  multiplied  by  the  announced  value  of  one  ration,  aa 
entered  on  the  ration  account;  this  result,  plus  the  percentage  addi- 
tion to  the  actual  money  value  of  the  ration  (par.  1220a.  (5),  A.  R.)  is 
the  amount  to  be  entered  on  the  ration  return  opposite  the  heading 
"Net  commutation  due  men  authorized  to  mess  separately  (named  on 
back  thereof),  percentage  computed."  This  serves  the  purpose  of  the 
"  separate  ration  return  "  required  in  paragraph  1220c,  Army  Regula- 
tions, for  men  authorized  to  mess  separately.  Opposite  the  heading 
"Rations  required"  on  the  ration  return  will  be  entered  the  kind  of 
rations.  This  has  a  particular  application  under  the  provisions  of  para- 
graph 1220/,  Army  Regulations.  If  the  ration  period  is  less  than  a 
month  a  red-ink  line  will  be  drawn  under  the  last  entry  for  the  period 
on  both  pages  of  the  ration  account  in  the  morning  report,  to  separate 
it  from  subsequent  periods  in  the  same  month.    (Par.  1220a,  A.  R.) 

(2)  When  troops  are  issued  field,  reserve,  or  emergency  rations, 
and  the  ration  savings  privilege  is  suspended  (par.  1220/  (1),  A.  R.), 
or  vrhen  an  organization  is  assigned  to  a  mess  in  common  with  an- 
other, necessitating  a  consolidated  ration  return  for  the  entire  mess, 
the  heading  on  the  ration  return  for  each  organization  "  Net  number 
of  rations  due  for  men  messing  with  organization,  additions  and  de- . 
ductions  computed  "  will  be  changed  to  read  "  Number  of  men  messing 
with  organization."  Opposite  this  heading  will  be  entered  the  sum 
of  the  figures  entered  in  the  column  of  the  ration  account  in  the  morn- 
ing report  headed  "  Number  men  messing  with  organization." 

(3)  A  single  ration  return  will  be  submitted  for  a  company  to 
include  all  persons  actually  present  and  rationed  or  to  be  rationed, 
and  will  include  persons  permitted  to  mess  separately  opposite  the 
heading  "  Net  commutation  due  men  authorized  to  mess  separately 
(named  on  back  hereof),  percentage  computed."  The  names  of  such 
men  and  the  inclusive  dates  of  the  periods  messed  separately  will  be 
entered  on  the  back  of  the  ration  return.  Detachments  of  organiza- 
tions will  reader  separate  returns  as  provided  in  paragraph  1220/(2), 
Army  Regulations. 

(4)  (a)  Ration  returns  for  companies  will  be  signed  by  the  com- 
pany commander  and  approved  by  order  of  the  commanding  offi- 
cer.     (Par.  1209,  A.  R.) 

(&)  Ration  returns  for  enlisted  men  of  the  Medical  Depart- 
ment, members  of  the  Army  Nurse  Corps,  and  others  attached  to 
a  hospital  mess  for  rations  will  be  signed  by  the  medical  officer 
in  charge  and  approved  by  order  of  the  commanding  oflBcer.  ( Par. 
1210,  A.  R.) 

(c)  The  ration  return  for  civilian  employees  will  be  signed  by 
the  oflScer  in  charge  of  the  employees  and  approved  by  order  of 
the  commanding  officer.     (Par.  1211,  A.  R.) 

(5)  (a)  Company  commanders  mil  verify  daily  the  figures  of  the 
ration  account  in  the  morning  report,  and  should  keep  a  daily 
record  of  the  financial  condition  of  the  ration  account. 

(6)  Ration  returns  upon  which  emergency  rations  are  drawn  will 
bear  the  certificate  of  the  company  commander  to  the  effect  tliat  such 


88  COMPANY  ADMINISTRATION. 

rations  are  required  for  the  enlisted  men  of  the  company  and  that 
the  money  value  of  any  rations  previously  drawn  by  him  and  im- 
properly opened  or  lost  have  been  charged  against  the  person  re- 
sponsible.    (Par.  1205,  A.  R.) 

(7)  (a)  During  active  operations  in  the  field  company  officers,  upon 
their  request,  will  be  included  by  name  on  the  ration  return  of 
the  organization  to  which  they  belong. 

(&)  Under  the  same  conditions,  field  and  staff  officers  who  do 
not  belong  to  organizations  having  messes,  upon  their  request, 
will  be  included  by  name  on  the  ration  return  of  such  organiza- 
tion as  may  be  designated  by  the  commanding  officer. 

(c)  Army  field  clerks  and  field  clerks.  Quartermaster  Corps, 
may  be  Issued  rations  under  the  same  conditions  as  officers. 

{d)  Payment  for  rations  issued  to  officers.  Army  field  clerks, 
and  field  clerks.  Quartermaster  Corps,  will  be  made  in  the  man- 
ner prescribed  in  Army  Regulations.     (Par.  1209,  A.  R.) 

175.  Eeceiving  report,  P.  &  S.  Form  No.  257. — c.  The  instruc- 
tions given  in  this  paragraph  relate  solely  to  the  use  of  the  form  in 
the  company. 

b.  When  equipment  issued  to  a  company  on  loan  is  returned  to  a 
supplj'  officer,  he  will  furnish  to  the  company  commander  a  receiving 
report  listing  the  items  returned.  The  equipment  will  be  dropped 
from  the  property  loan  record,  the  receiving  report  being  filed  as  a 
voucher  to  that  record.     (Par.  65.) 

c.  When  the  company  equipment  is  to  be  transferred  to  a  new  com- 
pany commander,  a  certificate  in  duplicate  on  blank  receiving  reports 
will  be  prepared  as  follows :  "  I  certify  that  I  have  this  date  received 

from ,  predecessor,  all  property  enumerated  on 

property  loan  record  cards,  except  property  listed  below,  pertaining 

to ,  including  last  shipping  ticket  No ,  dated , 

19__,  and  last  receiving  report  No. ,  dated ,  19__."    These 

certificates  will  be  signed  by  the  successor  as  such.  The  original  will 
be  filed  as  a  voucher,  the  duplicate  being  given  to  the  officer  relieved. 

d.  To  transfer  property  from  one  organization  to  another  at  the 
same  station,  the  officer  to  receive  the  property  will  list  it  on  receiving 
report  in  triplicate,  receipt  the  original,  and  send  it  with  a  copy  to 
the  transferring  officer  for  transmission  to  the  supply  officer,  who 
will  return  the  original  marked  "Transfer  noted "  for  file  as  a 
vouchor,  replacing  the  originally  retained  copy. 

176.  Shipping  ticket,  P.  &  S.  Form  No.  260.-0.  The  instructions 
given  in  this  paragraph  relate  solely  to  the  use  of  the  shipping  ticket 
in  the  company. 

&.  (1)  Articles  of  equipment  issued  to  a  company  will  be  listed  by 
the  supply  officer  on  a  shipping  ticket. 

(2)  When  the  property  is  issued  at  the  same  station  the  original 
copy  of  the  shipping  ticket  will  be  given  to  the  officer  to  whom  the 
property  is  issued  for  file  as  a  voucher  to  the  property  loan  record 
concerned.  The  officer  receiving  the  property,  or  his  agent,  will 
receipt  on  a  copy  of  the  shipping  ticket  in  the  possession  of  the  issu- 
ing officer. 

(3)  When  the  place  where  the  property  is  received  is  outside  the 
limits  of  the  post  or  station  where  the  issue  Is  made,  I.  e.,  where  a 
carrier  intervenes,  shipping  tickets  will  be  forwarded  signed  in  dupli- 


COMPANY  ADMINISTRATION.  89 

cate.  The  receiving  ofRcer  will  sign  an  acknowledgment  of  the  receipt 
of  property  on  one  copy  of  the  shipping  ticket  and  forward  it  to  the 
zone  property  auditor  having  jurisdiction  over  his  records.  The 
other  copy  will  be  retained  in  the  company  as  a  voucher  to  the 
property  loan  record. 

c.  (1)  All  items  listed  on  shipping  tickets  for  property  received  will 
be  entered  on  the  property  loan  record,  except  expendable  items, 
clothing,  articles  of  equipment  issued  to  enlisted  men  for  their  reten- 
tion upon  transfer  (Cir.  377,  W.  D.,  1919),  and  articles  drawn  on 
requisition  marked  "  Exchanged  "  by  the  supply  officer.  In  the  last- 
mentioned  case  tlie  shipping  ticket  will  be  filed  as  in  the  case  of  other 
shipping  tickets.     (Par.  64;  par.  678,  A.  R.) 

(2)  Expendable  items  will  be  indicated  as  expendable  on  the  mar- 
gin of  the  shipping  ticket  by  the  issuing  officer  and  will  not  be 
entered  on  property  records  by  the  receiving  officer. 

(3)  Clothing,  and  articles  of  equipment  issued  to  enlisted  men  for 
their  retention  upon  transfer  (Cir.  377,  W.  D.,  1919)  will  be  entered 
directly  on  the  individual  equipment  records  of  the  enlisted  men 
concerned  and  will  not  be  shown  on  the  property  loan  record.  The 
names  of  the  enlisted  men  to  whom  the  articles  are  issued  will  be 
shown  on  the  shipping  ticket.     (Pars.  64c,  73,  74.) 

d.  (1)  China  and  glassware  broken  in  service,  not  due  to  careless- 
ness, may  be  replaced  by  requisition  marked  "  Exchanged "  by  the 
supply  officer,  provided  the  value  does  not  exceed  the  allowance  pre- 
scribed in  paragraph  117S,  Army  Regulations.  The  articles  broken 
will  be  listed  on  a  shipping  ticket  on  which  a  certificate  in  the  fol- 
lowT^ng  form  will  be  signed  by  the  company  commander  and  for- 
warded to  the  supply  officer  with  the  requisition: 

"  I  certify  that  the  above  items  of  china  and  glassware  for  which 

I  am  responsible,  entered  on  property  loan  record  of 

have   been   broken,    not   due   to   carelessness,    in   said 

organization  during  the  period  from ,  19 ,  to ,  19—. 

Maximum  strength 

Quarterly  allowance  $ " 


(2)  The  prices  of  various  articles  of  china  and  glassware  are 
given  in  Special  Regulations  No.  40.     (Par.  67c.) 

e.  Articles  to  be  turned  in  for  salvage  on  approved  report  of  survey 
(Form  No.  196,  A.  G.  O.),  inventory  and  inspection  reports  (Form 
No.  1,  I.  G.  D.),  or  for  exchange  (par.  67),  will  be  listed  on  shipping 
ticket  in  duplicate  and  turned  over  to  the  nearest  salvage  officer.  The 
salvage  officer  will  receipt  for  the  articles  on  a  receiving  report,  which 
will  be  returned  to  the  company  commander  and  filed  as  a  voucher  to 
the  property  loan  record  from  which  the  articles  will  be  dropped  if 
not  replaced.     (Par.  67&(2).) 

f.  Articles  of  equipment  other  than  clothing  and  individual  equip- 
ment retained  by  a  soldier  when  transferred  or  detached  (par.  122), 
except  as  provided  in  paragraph  190&(2),  together  with  any  articles 
for  which  he  may  be  indebted  to  the  United  States  at  the  time,  will  be 
entered  on  a  shipping  ticket  in  duplicate  and  the  soldier's  receipt 
obtained  on  both  copies.     The  original  will  be  forwarded  with  the 


90  COMPANY  ADMINISTRATION. 

service  record  and  individual  equipment  record  of  the  soldier.  The 
duplicate  will  be  retained.  Upon  arrival  of  the  soldier  at  his  destina- 
tion the  new  company  commander  will  take  up  the  articles  listed  on 
shipping  ticket  on  his  property  loan  record  as  received  and  file  the 
original  shipping  ticket  as  a  voucher  to  his  property  loan  record.  The 
old  company  commander  will  drop  the  articles  from  his  property  loan 
record  and  file  the  duplicate  as  a  voucher  to  his  record.     (Pars. 

g.  Instructions  for  the  use  of  this  form  in  connection  with  the  issue 
of  clothing  are  contained  in  paragraphs  73-75. 

177.  Property  loan  record,  P.  &  S.  Form  No.  263B.— See  para- 
graphs 62-71. 

INSPECTOR  GENKBAI.'s  DEPARTMENT. 

178.  Inyentory  and  inspection  report,  Form  No.  1,  I.  G.  D.— o. 

If  not  exchanged,  or  dropped,  by  certificate  (par.  67),  property  worn 
out  by  fair  wear  and  tear  in  the  service  may  be  submitted  to  an  in- 
spector with  a  view  to  condemnation  without  prior  action  of  a  survey- 
ing ofiicer.  Property  which  has  been  rendered  unserviceable  from 
causes  other  than  fair  wear  and  tear  in  the  service  must  be  surveyed 
before  being  submitted  to  an  inspector.  (Pars.  678  and  710,  A.  R.) 
See  also  paragraph  142  relating  to  report  of  survey  and  paragraph  67 
relating  to  equipment  accounted  for  on  property  loan  record  and  in- 
dividual equipment  record  worn  out  or  otherwise  rendered  unservice- 
able. Paragraph  1073,  Army  Regulations,  governs  with  regard  to  the 
disposition  of  unserviceable  public  animals. 

6.  Except  as  provided  in  paragraph  717,  Army  Regulations,  inspec- 
tions with  a  view  to  condemnation  of  public  property  will  be  made 
by  inspectors  general  or  acting  inspectors  general  or  by  oflicers  desig- 
nated by  the  commander  of  a  department,  an  independent  brigade,  a 
division,  or  higher  administrative  unit.     (Par.  903,  A.  R.) 

c.  Officers  responsible  for  property  to  be  inspected  will  prepare 
inventories  thereof  on  forms  provided  for  the  purpose  and  In  accord- 
ance with  instructions  printed  thereon,  and  present  them  with  the 
property  to  the  inspector  at  the  time  of  his  visit.  In  the  case  of 
rapidly  deteriorating  subsistence  stores,  or  of  unserviceable  public 
animals,  or  in  an  emergency,  inventories  will  be  prepared  whenever 
necessary.  One  copy  of  the  inventory  will  be  forwarded  through  mili- 
tary channels  to  the  commander  having  authority  to  appoint  an  in- 
spector.    (Par.  717,  A.  R.) 

d.  For  inspection  the  property  will  be  arranged  in  the  order  enumer- 
ated in  the  inventory.  The  responsible  oflicers  will  accompany  the 
inspector  during  his  examination  of  the  property  and  vdll  be  pre- 
pared to  give  any  necessary  information  in  regard  to  it.  (Par.  905, 
A.  R.) 

e.  Great  care  will  be  taken  to  prevent  public  property  once  con- 
demned and  ordered  dropped  from  being  again  presented  for  Inspec- 
tion.    (Par.  909,  A.  R.) 

t.  Instructions  for  use  of  Inventory  and  inspection  reports  as 
vouchers  to  the  property  loan  record  are  given  in  paragraph  67. 


COMPANY  ADMINISTRATION.  91 

WAB  DEPARTMENT. 

179.  Pay  roll  of  enlisted  men,  first  sheet,  W.  D.  Form  No.  866.—- 

See  Special  Regulations  No.  58. 

180.  Pay  roll  of  enlisted  men,  follow  sheet,  W.  D.  Form  No. 
866a. — See  Special  Regulations  No.  58. 

181.  Final  statement,  W.  D.  Form  No.  870. — a.  A  final  statement 
properly  certified  by  the  company  commander  will  be  given  with  the 
discharge  certificate,  Forms  Nos.  525,  526,  and  527,  A.  G.  O.  (par.  157), 
to  each  soldier  upon  his  discharge  from  active  service,  or  with  the 
certificate  of  furlough  to  the  reserve  (pai\  194d  (11).) 

ft.  When  a  soldier  to  be  discharged  has  forfeited  all  pay  and  allow- 
ances and  has  no  deposits  due  him,  or  is  discharged  by  reason  of 
fraudulent  enlistment  and  has  no  deposits,  no  final  statement  will  bo 
furnished ;  in  such  case  a  full  statement  in  writing  will  be  furnished 
in  lieu  of  the  final  statement,  showing  why  the  latter  was  not  fur- 
nished. If  the  soldier  has  deposits,  a  final  statement  will  be  issued 
containing  a  full  statement  of  his  accounts  at  the  date  of  his  discharge 
in  order  that  the  quartermaster  may  determine  whether  there  is  any 
balance  of  stoppages  which  sliould  be  collected  from  the  amount  due 
for  deposits.     ( Subpar.  g ;  par.  140,  A.  R. ) 

c.  The  final  statement  will  be  prepared  in  duplicate  in  ink,  not  on 
a  typewriter  (par.  194,  C.  of  O.),  and  the  officer  signing  and  certifying 
to  its  correctness  will  be  held  responsible  for  its  accuracy  and  proper 
preparation.  In  case  of  overpayments  on  erroneous  final  statements 
the  certifying  officer  will  be  required  to  refund  the  amount  Involved 
if  it  can  not  be  collected  from  the  soldier  overpaid.  This  applies 
vphen  overpayments  are  made  by  reason  of  omitting  entries  sucli  as 
statements  of  unauthorized  absence,  etc.  (Par.  192o ;  par.  141,  A.  R. 
(3).)     To  prevent  false  preparation  or  changes,  the  blank  forms  vrlll 

be  invariably  kept  in  the  custody  of  the  company  commander,  and 
except  In  listing  deposits  on  the  outer  fold,  all  money  amounts  will 
appear  in  both  words  and  figure.s.     (Pars.  150  and  G48,  A.  R.) 

d.  All  data  entered  in  the  spaces  provided  on  the  final  statement 
wiU  be  taken  from  the  soldier's  record  as  shown  by  his  closeil  service 
record.    Especial  care  must  be  exercised  in  the  follovring  particulars: 

(1)  "Final  statement  of." — In  addition  to  the  name,  etc.,  the  sol- 
dier's Army  serial  number  must  be  given. 

(2)  "  Reason." — In  this  space  will  be  shown  the  reason  for  dis- 
charge as  shown  by  final  indorsement  on  the  service  record,  and  as 
noted  on  the  discharge  certificate  (pars.  lOSa  and  157d)  or  upon  the 
Certificate  of  Furlough,  Form  No.  437,  A.  G.  O.  (par.  155& ;  par.  142, 
A.  R. ) .  If  discharge  is  made  on  certificate  of  disability  the  ascer- 
tained disability,  as  recited  In  the  certificate,  must  be  given  as  the 
reason  or  cause  for  discharge.  (Par.  140,  A.  R.)  When  discharge 
is  on  account  of  the  soldier's  misconduct,  or  unfitness  for  service 
resulting  therefrom,  either  physical  or  in  character  (par.  229,  C.  of 
O.),  a  notation  to  that  effect  vtIII  be  made  on  the  final  statement. 
Officers  signing  final  statements  will  be  careful  to  see  that  proper 
notations  are  made  in  all  cases  under  this  heading,  because  the  cause 
of  discharge  determines  the  soldier's  right  to  travel  allowances,  and 
the  mere  quotation  of  the  number  and  date  of  the  order  upon  which 
discharge  is  based  is  Insufficient  as  a  guide  to  proper  payment.  (Par. 
142,  A.  R.)     See  subparagraph  e  following. 


99  COMPANY  ADMINISTRATION. 

(3)  "Due  soldier  for." — Any  amounts  shown  by  the  service  record 
which  are  not  included  in  the  headings  below  will  be  entered. 

(4)  "Additional  pay." — Notation  will  be  made  of  the  pay  due  sol- 
dier for  medal  of  honor,  distinguished-service  cross,  distln^?uished- 
service  medal  (par.  189,  A.  K.),  marksmanship,  gunner  qualification, 
or  other  rating  (pars.  ]342i-1345i,  A.  R.),  and  mess  sergeant  (par. 
1346,  A.  R.). 

(5)  "  For  deposits." — The  total  of  all  deposits  shown  on  the  service 
record  will  be  shown  in  words  and  figures.  The  itemized  list  of  de- 
posits will  be  entered  on  the  outer  fold  of  the  final  statement.  In  case 
deposits  are  forfeited  (by  desertion),  the  amounts  of  the  same  will  be 
entered  under  the  head  "  Remarks,"  with  the  facts  and  authority  for 
such  forfeiture  (par.  1362,  A.  R.),  but  they  will  not  be  entered  in  the 
column  headed  "  List  of  deposits  "  on  the  outer  fold.  If  the  soldier 
has  made  deposits  with  the  company  or  post  commander  which  he 
wishes  applied  to  purchase  of  discharge,  if  such  be  authorized,  the 
officer  will  immediately,  upon  receipt  of  order  for  discharge  of  the 
man,  forward  the  money,  with  the  soldier's  deposit  book,  to  the 
quartermaster  for  deposit  and  send  to  the  Quartermaster  General  the 
usual  notification  of  deposit.  On  the  return  of  the  deposit  book  by 
the  quartermaster  the  final  statement  may  be  prepared  and  will  con- 
tain a  notation  of  the  deposit,  thus  showing  on  its  face  the  total 
credit  of  the  soldier,  which  must  in  every  case  be  sufficient  to  cover 
all  indebtedness  to  the  United  States,  including  the  cost  of  purchase 
of  discharge.  (Par.  1369,  A.  R.)  The  deposit  book  must  accompany 
the  final  statement  in  every  case  (subpar.  i).  (Q.  M.  C,  Form 
No.  41.) 

(6)  "  For  pay  detained  by  court-martial." — The  total  amount  of  all 
pay  detained  by  court-martial  will  be  entered.  (Sec.  II;  G.  O.  No. 
5,  W.  D.,  1916.) 

(7)  "  For." — The  final  statement  of  an  enlisted  man  who  is  en- 
titled to  commutation  of  quarters,  heat,  and  light  will  show  the 
Inclusive  dates  for  which  such  allowances  are  due  and  the  soldier  will 
execute  War  Department  Form  No.  369,  in  so  far  as  it  pertains  to 
these  allowances,  for  file  as  a  subvoucher  to  the  final  statement.  The 
payment  will  be  made  on  the  final  statement,  W.  D.  Form  No.  369  in 
this  case  being  simply  a  supporting  paper.  (Par.  230,  O.  of  O., 
1916  Supl.) 

(8)  "Due  United  States  for." — Under  tlie  proper  heading  will  be 
given  all  authorized  stoppages  for  loss  of  or  damage  to  Government 
property  or  supplies  as  shown  by  final  indorsement.  The  names  of 
articles  damaged,  lost,  or  destroyed  will  not  be  stated.  Stoppages 
under  sentence  of  a  court-martial  will  show  the  character  and  date 
of  court-martial  or  date  of  order  approving  sentence,  and  the  for- 
feiture exacted  by  the  sentence — e.  g.,  "  To  forfeit  §  of  his  pay  per 
mo,  for  2  mos.  SO  Jan.  5/19."  If  any  part  of  the  forfeiture  has  been 
deducted,  the  amount  and  pay  roll  on  which  deducted  will  be  stated. 
For  further  information,  see  instructions  and  model  remarks  for 
preparation  of  pay  rolls.  Special  Regulations,  No.  58. 

e.  Stoppages  and  indebtedness  will  be  made  according  to  the  follow- 
ing priority : 


COMPANY  ADMIinSTRATION.  93 

(1)  Reimbursements  to  the  United  States: 
(a)  Allotmeuts,  class  A; 

(&)  Allotments,  class  B; 

(c)  Allotmeuts,  Goverument  insurance  premiums; 

(d)  Allotmonts,  Liberty  loan.  Federal  Keserve  Bank  of  New 
York; 

(e)  Allotments,  Liberty  loan,  Secretary  of  the  Treasury; 
(/)  Allotments,  Liberty  loan,  private  banks; 

(g)  Allotments,  other  than  classes  A  and  B,  where  allottee  has 
been  paid  by  the  United  States; 

(7r)   Stoppages  for  ordnance  property; 

(i)   Stoppages  for  signal  property; 

(;■)  Stoppages  for  medical  supplies; 

(fc)  Stoppages  for  engineer  property; 

(I)   Stoppages  for  camp  and  garrison  equipage; 

(?n)   Stoppages  for  clothing; 

in)   Stoppages  for  transportation ; 

(o)   Stoppages  for  subsistence; 

(/?)   Rewanl  for  apprehension,  desertion; 

iq)  Expenses  for  apprehension,  absence  without  leave. 

(2)  Keimburseraents  to  individuals: 
(o)   Disbursing  officers; 

(&)   Post  laundrj'; 

(c)  Post  exchange ; 

(d)  Company  fund; 

(e)  Injury  to  pei'sons; 

(/)   Injury  to  private  property. 

(3)  Forfeitures  for  desertions  and  fines.  Savings  deposits  of  en- 
listed men  are  exempt  from  liability  for  debts  due  to  individuals,  and 
are  not  affected  by  a  court-martial  imposing  forfeiture  of  pay  and 
allowance,  but  they  are  not  exempt  from  liability  for  debts  due  the 
United  States.     (Dec.  November,  1918,  25  Comp.  Dec,  309.) 

f.  Under  "  Remarks  "  will  be  stated  whether  or  not  the  soldier  is 
entitled  to  travel  pay,  and  such  additional  data  as  will,  with  the  nota- 
tions under  "  Reason,"  "  Due  soldier,"  and  "  Due  United  States,"  fur- 
nish the  paying  quartermaster  a  full  statement  of  the  soldier's  allow- 
ances and  stoppages.  When  discharged  at  points  remote  from  railroad 
or  post,  the  distance  to  such  will  be  stated  on  the  final  statement. 
(Par.  13S2,  M.  Q.  M.  C.) 

(1)  Soldiers  discharged  prior  to  expiration  of  term  of  enlistment 
are  entitled,  or  are  not  entitled,  to  travel  allowances,  according  to  the 
provisions  of  the  decisions  quoted  below ;  and  notation  will  be  made 
accordingly  under  "  Remark  "  on  the  final  statement. 

"  An  enlisted  man  who  is  not  dishonorably  discharged  nor  dis- 
charged without  honor,  but  is  discharged  under  honorable  conditions, 
although  the  word  "  honorably  "  is  omitted  from  his  discharge  paper, 
may  be  said  to  be  honorably  discharged  within  the  meaning  of  section 
3  of  the  act  of  February  28,  1919  *  *  *  "  ( Dec.  Comptroller  of 
Treasury,  Apr.  17,  1919,  in  Cir.  No.  251,  W.  D.,  1919.) 

The  following  discharges  should  be  considered  as  not  having  been 
granted  under  "honorable  conditions":  (1)  Dishonorable  discharges 
Imposed  by  sentence  of  a  general  court-martial  or  military  commis- 
sion;  (2)    those  granted  enemy   aliens  and  allied   enemy   aliens   on 


M  COMPANY  ADMINISTRATION. 

accouut  of  such  alienage  (see  Cir.  No.  36,  W.  D.,  1918;  Ops.  J.  A.  G. 
242.17,  Mar.  17,  1919)  ;  also  those  granted  on  account  of  alienage  to 
neutral  aliens  who,  under  the  provisions  of  the  act  of  July  9,  1918  (40 
Stat.,  885),  withdrew  their  previously  declared  intentions  to  become 
American  citizens  to  escape  further  service;  (3)  those  granted  on 
surgeon's  certificate  of  disability,  when  the  disability  was  not  incurred 
in  line  of  duty  and  was  due  to  willful  misconduct  while  in  the  service ; 
(4)  those  granted  for  desertion  when  physically  unfit  and  desertion  is 
admitted  under  paragraph  126,  A.  R. ;  (5)  *  *  *  (6)  those 
issued  on  account  of  fraudulent  enlistment;  (7)  those  issued  on  ac- 
count of  sentence  to  imprisonment  by  civil  court,  whether  suspended 
or  not,  under  paragraph  139,  Army  Regulations;  (8)  those  granted  to 
conscientious  objectors  Avhose  discharges  boar  the  following  notation 
pursuant  to  Circular  No.  97,  W.  D.,  1918 :  "  This  is  a  conscientious  ob- 
jector who  has  done  no  military  duty  whatsoever  and  who  refused  to 
wear  the  uniform."   (Ops.  J.  A.  G.  242.17,  Mar.  14, 1919,  Apr.  10, 1919.) 

(2)  All  other  soldiers  who  are  honorably  discharged  prior  to  ex- 
piration of  term  of  enlistment  are  entitled  to  travel  pay,  except  when 
such  is  specifically  waived  by  the  terms  provided  by  regulations  cur- 
rent at  the  time  for  reenlistment,  discharge  by  purchase,  discharge 
for  personal  convenience,  discharge  to  accept  a  commission  or  to  enter 
a  new  enlistment  period,  etc.  Where  discharge  is  by  purchase  the 
amount  of  the  purchase  price  will  be  noted  on  the  final  statement 
together  with  a  statement  of  active  service  rendered  in  each  enlist- 
ment terminated  by  honorable  discharge  since  last  discharge  by  pur- 
chase, giving  dates  of  enlistment  and  discharge  or  furlough  to  the 
reserve,  with  reasons  for  discharge.  (Par.  48,  C.  of  O.)  In  every 
case  of  discharge  for  purpose  of  reenlistment  the  final  statement  with 
discharge  certificate  will  be  withheld  until  the  reenlistment  is  ac- 
complished. Notation  of  the  cause  of  discharge  will  be  made  under 
"  Remarks  "  on  the  final  statement.     (Par.  47,  C.  of  O.) 

g.  (1)  When  a  soldier  Is  held  in  service  to  make  good  time  lost  by 
unauthorized  absences,  Including  absence  in  the  custody  of  civil  au- 
thorities resulting  in  a  conviction ;  absence  from  duty  on  account  of 
disease  resulting  from  his  Intemperate  use  of  drugs  or  liquors  or 
other  misconduct ;  while  in  confinement  awaiting  trial  or  disposition 
of  Ms  case  if  the  trial  results  in  conviction,  or  while  in  confinement 
under  sentence,  a  statement  will  be  entered  on  the  final  statement  sub- 
stantially as  follows : 

"  Held  in  service  to  make  good  time  lost  by  AWOL  from  Jul.  10  to 
20/17  (10  days)  and  Feb.  3  to  7/18  (4  days)."  Pars.  132-141,  A.  R., 
and  107th  AW.) 

"Sick  not  LD  from  Mar.  7  to  26/18,  incl."  (Par.  246;  par.  229, 
C.  of  O.) 

In  the  event  that  stoppage  of  pay  for  absence  without  leave,  or  ab- 
sence sick  not  in  line  of  duty,  occurring  prior  to  the  date  to  which 
last  paid,  has  not  been  made,  and  if  such  absences  have  occurred  since 
date  to  which  last  paid,  these  facts  and  the  periods  of  such  absences 
should  be  entered  also  on  the  final  statement  under  heading  "  Due 
United  States,"  in  addition  to  their  entry  under  "  Remarks." 

(2)  When  held  in  military  custody  under  sentence  of  court-martial 
beyond  his  term  of  enlistment  (except  where  dishonorable  discharge 
is  imposed,  see  subparagraph  b),  the  soldier  will  be  furnished  with 


COMPANY  ADMINISTRATION.  95 

final  statement  showing  the  actual  date  of  discharge  and  the  cause  of 
detention.  (Par.  1381,  A.  R.)  Pay  detained  by  the  Government  as  a 
result  of  court-martial  until  the  soldier's  discharge  or  furlough  to  the 
reserve,  will  be  noted  on  his  final  statement  in  the  space  provided 
therefor. 

(3)  When  a  soldier  Is  discharged  by  reason  of  his  detention  by  civil 
authority  a  final  statement  will  be  furnished  containing,  in  addition 
to  the  usual  data,  the  date  and  cause  of  his  arrest,  under  "  Remarks," 
and  the  remarls  "  Not  entitled  to  pay  or  clothing  since  date  of 
arrest,  nor  to  travel  pay,  unless  acquitted  or  released  without 
trial."  (Par.  1381,  A.  R.)  No  notation  as  to  these  court  actions  will 
be  made  on  the  final  statement,  but  a  statement  from  the  court  will 
be  required  for  submission  with  the  final  statement. 

h.  In  other  separations  from  the  service  final  statements  are  pre- 
pared as  follows: 

(1)  In  case  final  statement  is  given  an  enlisted  man  who  has  not 
been  paid  since  return  from  desertion  (par.  198),  his  account  will  be 
so  stated  by  the  commanding  officer  as  to  enable  the  quartermaster  to 
definitely  determine  the  amounts  due  the  soldier  and  the  United  States 
at  date  of  desertion,  as  distinguished  from  those  accruing  or  incurred 
after  return  to  military  control ;  this  will  include  a  correct  transcript 
of  the  order  publishing  the  action  disposing  of  the  charge  of  desertion. 
(See  S.  R.  No.  58.)  In  case  deposits  are  forfeited  the  amounts  of  the 
same  will  be  entered  on  the  final  statement  under  head  "  Remarks," 
and  the  facts  and  authority  for  such  forfeiture  given.  (Par.  1362, 
A.  R.) 

(2)  Upon  receipt  of  the  order  for  retirement  of  a  soldier,  he  will  be 
furnished  with  a  final  statement,  closing  his  accounts  of  pay,  deposits 
and  all  allowances  other  than  those  of  travel,  as  of  the  date  of  the 
receipt  of  the  order.  This  will  include  a  statement,  with  dates,  of 
subsistence  furnished.     (Par,  135,  A.  R.) 

(3)  In  the  case  of  a  deceased  soldier,  one  final  statement  only  will 
be  made  out,  which  will  accompany  the  Report  of  Death  and  duplicate 
inventories  of  effects  (pars.  138  and  154)  to  The  Adjutant  General  of 
the  Army.  (Par.  83ic,  A.  R.)  Nothing  will  be  entered  on  the  final 
statement  regarding  the  cause  of  death  or  whether  death  occurred  in 
line  of  duty  or  on  account  of  the  soldier's  own  misconduct.  (Par.  24&.) 
The  amount  of  each  deposit,  with  date,  place  and  quartermaster  vsdth 
whom  deposited,  will  be  noted  in  the  inventory  of  his  effects  and  on 
the  accompanying  final  statement,  with  which  his  deposit  book  will 
be  filed.     (Par.  1367,  A.  R.) 

i.  Before  delivering  final  statement  upon  which  deposits  are  cred- 
ited, the  officer  signing  it  will  ascertain  whether  the  soldier  has  the 
deposit  book;  and,  if  so,  instruct  him  to  present  it  to  the  quarter- 
master. Should  he  claim  to  have  lost  it,  the  officer  wiU  cause  his 
affidavit  to  that  effect  to  be  taken  and  attached  to  the  final  state- 
ment before  he  leaves  the  company.  The  affidavit  will  state  clearly 
the  circumstances  attending  loss  of  the  book  and  show  that  the  soldier 
had  not  sold  or  assigned  it.  (Pars.  170&  (2),  194d  (6).)  Upon  this 
evidence  the  quartermaster  may  pay,  and  the  responsibility  for  the 
correctness  of  amounts  credited  on  the  final  statement  will  rest  with 
the  officer  certifying  it.  Deposit  books  wiU  be  taken  up  by  the  quarter- 
master who  makes  final  payment  for  file  with  his  vouchers.    The  com- 


96  COMPANY  ADMINISTRATION, 

pany  commander  will  advise  the  soldier  as  to  the  disbursing  officer  to 
whom  he  is  to  present  his  final  statement.  If  there  is  no  disbursing 
officer  at  the  soldier's  station  and  if  there  is  no  one  to  whom  he  can 
transfer  his  final  statement  he  will  be  directed  to  the  nearest  dis- 
bursing officer,  the  procedure  provided  in  paragraph  170  being  carried 
out.  In  this  case  notification  of  discharge  will  be  forwarded.  (Par. 
132.) 

j.  An  enlisted  man  may  secure  payment  of  the  amount  due  him  on 
his  final  statement  by  transferring  his  final  statement  if  it  be  imprac- 
ticable for  him  to  collect  in  person  from  the  disbursing  officer,  i.  e., 
where  there  is  no  disbursing  officer  at  the  station  of  the  soldier.  To 
effect  this:  (1)  Transfer  must  be  made  after  discharge  from  the 
service  or  upon  furlough  to  the  reserve,  by  indorsement  in  the  place 
provided  therefor  on  the  final  statement,  authenticated  by  the  soldier's 
signature  (or  his  mark  with  statement  that  he  can  not  write),  wit- 
nessed by  a  commissioned  officer  or  some  other  person  reputably 
known  to  the  disbursing  officer;  (2)  the  person  so  witnessing  must 
indorse  on  the  discharge  or  the  certificate  of  furlough  (if  the  soldier 
be  furloughed  to  the  reserve),  the  fact  that  the  transfer  has  been 
made;  (3)  and  on  the  final  statement  that  this  notation  has 
been  made  on  the  discharge  or  reservist's  certificate  of  furlough. 
Both  copies  of  the  final  statement  must  be  presented  in  the  case  of 
transfer  of  account  thereon. 

Ic.  The  company  commander  may  cash  final  statements  from  the 
company  fund  when  transferred  under  the  above  provisions.  No 
profit  must  accrue  to  the  fund  by  reason  of  such  payment,  but  a  small 
portion  may  be  retained  pending  settlement  with  the  disbursing  officer, 
when  the  balance,  less  cost  of  postal  money  oi'der,  will  be  at  once 
transmitted  to  the  soldier  (1S477,  P.  M.  G.  Jan.,  1905).  Post  ex- 
changes are  similarly  authorized  to  cash  final  statements.  (Par 
91fi.) 


Section  IX. 
APPLICATION  AND  COORDINATION. 


Paragraph. 

Purpose  of  section 182 

Groups  of  forms  used  In  each  specific  case  dealt  with  in  thia  section 183 

Change  of  grade 184 

Gains  by  transfer  or  assignment 185 

Loss  by  transfer 186 

Extra  and  special  duty 187 

Sickness 188 

Arrest  and  confinement 189 

Detached  service 190 

Leave  of  absence,  furlough 191 

Absence  without  leave  of  enlisted  men 192 

Missing  In  action 193 

Discharge  and  furlough  to  reserve 194 

Death 195 

Retirement 198 

Desertion 197 

Return  of  deserter  to  military  control 198 


182.  Pnrpose  of  section.— This  section  describes  the  applica- 
tion and  coordination  of  the  various  forms  dealt  with  In  epecitic 
routine  cases  encountered  in  company  administration,  as  illustrated 
by  remarks  on  the  model  morning  report  in  paragraph  16. 

18S.  Groups  of  forms  used  in  each  specific  case  dealt  with  In 
this  sectioa. — a.  The  following  table  will  afford  a  check  upon  tha 
records  and  forms  which  may  be  involved  in  the  cases  described  in 
detail  in  this  section. 


6.  Remarks  on  mnming  report. 


Records  and  forms  that  may  be 
involved. 


No.  of  Form. 


(1)  Change  of  grade — Promotion. 
"Corp  Caswell  aptd  Sgt.".. 


(2)  Change  of  erode— redvclion. 

"Corp  Arnold  rd  to  I'vt  SC.".. 


(3)  Gainbytransfrr. 

"SgtManvilletransfdfr23rdInf 
joined." 


(4)  Gain  by  asiignment. 

"Pvt  Ball  assgd  to  and  joined 
Co.»' 


"  14  Rets  fr  depot  assgnd  to  and 
Joined  Co." 


130207 — 19- 


Duty  roster , 

Morning  report , 

Service  record , 

Duty  roster , 

Morning  report 

Service  record 

Duty  roster 

Individual  equipment  record 

Morning  report 

Pay  card 

Property  loan  record 

Service  record 

Slapping  ticliet 

Duty  roster 

Individual  clothing  slip 

Individual  equipment  record. 

Morning  report 

Pay  card 

Property  loan  record 

Requisition  (for  clothing) 

Service  record 

Shipping  ticlset 


312  A.  G.  O. 

332A.  G.  O. 

29A.  G.  O 

342  A.  G.  O. 

332A.  G.O. 

29A.  G.  O. 

342  A.  Q.  0. 
637  A.  O.  O. 
332 A.  G.O. 
644A.  Q.  O. 
2G3B  P.  &  8. 
29  A.  G.  O. 
260  P.  &  S. 

342  A.  G.  O. 
105  Q.  M.  C. 
837  A.  G.  O. 
332  A.  G.O. 
644  A.  G.  O. 
203B  P.  &  S. 
160  P.  &  S. 
29  A,  O.  O 
200  P.  & 
97 


98 


COMPANY  ADMINISTRATION. 


6.  Remarks  on  morning  roi)ort. 


(6)  Loss  by  transfer. 

"Sgt  Jiankstransfdto  18th  Cav 
left  for  new  station." 


(6)  Extra  and  Special  duty. 

"Fvt  Barksdale,  duty  toSD.".. 

(7)  Sickness. 

"Ck  Adams,  hosp  to  absent  sick 
Ft  Jay,  NY." 


(8)  Arrest. 

"Corp  Arnold,  duty  to  arrest" . 

(9)  Confinement. 

"  Pvt  Wilcox,  duty  to  conf."  . . . 


(10)  Absence  in  confinement. 

"Pvt  Wilcox, conf  to  enroute  to 
conf  at  Wasmngton  Bks,  D.  C." 


( 11)  ^  bscnce  in  hands  of  CA  uth. 

"Pvt  Hall,  duty  to  absence  in 
hands  CAuth  Baltimore,  Md, 
held  for  trial  on  charge  of 
larceny." 

(12)  Detached  service. 

"Pvt  Cunningham, duty  to  DS 
at  Ft  Porter,  NY." 


(13)  ^  bscnce  with  leave. 

"Capt  Barber,  duty  to   Iv    10 
days.M 
Fvrlovgh. 

(14)  "SgtCapps,duty  tofur7days". 


"Sgt.  Capps,  fur  to  duty' 


i;  ecords  and  forms  that  may  be 
involved. 


No.  of  Form. 


(15)  Absence  without  leave. 

"  Mec  Cromwell,  duty  to  A  WOL" 


•  Mec  Cromwell,  AWOL  to  conf.' 


(16)  Missing  in  action. 

"1  sgt,  2  corps,  and  3  pvts  miss- 
ing in  action." 

(17)  Discharge. 

"Corp    McAlexander,  duty    to 
dlach." 


Duty  roster 342  A.  Q.  O. 

Extract  from  service  record 2i)a  A.  O.  0. 

Individual  equipment  record '  637  A.  G,  O. 

Morning  report I  332  A.  G.  O. 


Pay  card. 

Property  loan  record. 

Report  of  deposit 

Service  record 

Shipping  ticket 


Duty  roster 

Morning  report. 


644A.  G.  O. 
263B  P.  &  S. 
No  form. 
29A.G.  O. 
200  P.  &  S. 

342A.  G.  O. 
332  A.  G.  O. 

342A.  G.  O. 

20aA.  Q.  O 
637  A.  G.  O. 
332A.  G.O.- 
644  A.  G.  O. 
2r.3B  P.  &  S. 

29A.  G.  O. 
339  A.  G.  O 

342  A.  G,  O, 
332  A.  G.  O. 

342  A.  G.  O. 

332  A.  G.  O. 

29  A.  G,  O. 


Duty  roster 342  A.  G.  O. 

Individual  equipment  record 637  A.  G.  O. 

Momingrcport 332  A.  G.  O. 

Service  record 2A.  G.  O. 


Duty  roster 

Extract  from  service  record . . 
Individual  equipment  record. 

Morning  report 

Pay  card 

Property  loan  record 

Service  record 

Sick  report 


Duty  roster 

Morning  report. 


Duty  roster 

Morning  rpport. 
Service  record.. 


Duty  roster .' 

Individual  equipment  record. 

Morning  report 

Service  record 


Duty  roster 

Extract  from  service  record. . 
Individual  equipment  record. 

Morning  report 

Pay  card 

Property  loan  record 

Service  record 

Shipping  ticket 


Company  fund. 
Morning  report. 


Duty  roster 

Furlough 

Morning  report. 
Service  record. - 

Duty  roster 

Furlough , 

Morning  report. 
Service  record... 


Duty  roster 

Individual  equipment  record. 

Slorning  report 

Service  record 

Charge  sheet 

Duty  roster 

Morning  report 

Service  record 


Duty  rosier 

Morn  ing  report 

(Seealso  par.  193.) 

Deposit  book 

Discharge  certificate... 


Discontinuance  of  soldier's  allotment . 

Duty  roster 

E xtract  from  service  record 

Final  statement 

Individual  equipment  record 

Pay  card 

Property  loan  record 

Pervice  fpcord 

Shipping  ticket 

Statement  of  charges 


342  A.  O.  O. 

637A.  G.O. 

332  A.  G.  O. 

29  A.  G.  O. 

342  A.  G.  O. 
29a  A.  G.O. 
637  A.  G.  O. 
33i,  A.  O.  O. 
644  A.  G.  O. 
2G3B  P.  &  S. 
29  A.  G.  O. 
260  P.  &  S. 

452  Q.  M.  C. 
332  A.  G.  O. 

342  A.  G.  O. 

66  A.  G.  O. 
332  A.  G.  O. 

29  A.  G.  O. 
342  A.  O.  O. 

66  A.  G.  O. 
332  A.  G.  O, 

29  A.  G.  O. 

342  A.  G.  O. 
637  A.  G.  O. 
332  A.  G.  O. 

29  A.  G.  O. 
594  A.  G.  O. 
342  A.  G.  O. 
332 A.  G.O, 

29 A.  G.O. 

342  A.  G.  0. 
332  A.  G.  O. 

41  Q.  M.  C. 

525-526-527 
A.  G.  O. 

3«  Q.  M.  C. 
342  A.  G.  O. 
20,1  A.  G.  O. 
370  W.  D. 
637  A.  G.  O. 
644  A.  G.  O. 
263B  P.  &  S. 

29  A.  0.0. 
260  P.  &  S. 
602  A.  G.O. 


COMPANY  ADMINISTRATION. 


b.  Remarks  on  morning  report. 


(18))  Fyrloiiali  to  the  Ttesert^f. 

"Corp  Connors,  SD  to  fur  res. 


(19)  Dmtn. 

"Ck  Davidson,  hosp,  died.". 


(20)  Retired. 

"lst.Sgt  Morse,  duty  to  retired." 


(21)  Desertion. 

"Pvt  Dawson,  AWOLto  deser- 
tion." 


(22)  Betumof  deserter  to  mUttary  con- 
trol. 
"Pvt  Macon,  desertion  to  conf." 


Records  and  forms  that  may  be 
involved. 


Certlficato  of  furlough  to  the  reserve.., 

Deposit  book 

Discontiiuinnco  of  soldier's  allotment- 

Duty  rostf^r 

Extract  from  service  record 

Final  statement 

Indi^•^dual  equipment  record 

Morning  report 

Pay  card 

Propert  y  loan  record 

Report  of  furlough  to  reserve 

Sor\iro  record 

Sliipping  ticket. 

Statement  of  charges 

Deposit  book 

Discontimiance  of  soldier's  allotment. 

Duty  roster 

■Fxtract  from  service  record 

Final  statement 

Tndindual  equipment  record 

Inventory  of  etlncts 

Morning  report 

Pay  card 

Property  loan  record 

Report  of  death 

Service  record 

Shipping  ticket 

Deposit  book 

Record  of  payment  of  retired  enlisted 

men 

Discontinuance  of  soldier's  allotment. 

Duty  roster 

Extract  from  service  record 

Final  statement 

Tndi\idual  equipment  record 

Pay  card 

Property  loan  record 

Service  record 

Statement  of  charges 

Deposit  book 

Discontinuance  of  soldier's  allotment 

Duty  roster 

Extract  from  service  record 

Individual  equipment  record 

Morning  report 

Pay  card 

Property  loan  record 

Report  of  deposits 

Report  of  survey 

Service  record 

Sliipping  ticket 

Statement  of  charges 

Charge  sheet 

Duty  roster 

Extract  from  service  record 

Indi-vidual  equipment  record 

Morning  report 

Pay  card 

Service  record 


No.  of  Form. 


437  A.  G.  O. 
41  Q.  M.  C. 
39  Q.  M.  C. 

312  A.  G.  O. 
29a  A.  G.  O. 
370  AV.  D. 

ray  A.  G.  o. 

332  A.  G.  O. 
614  A.  G.  O. 
263B  P.  &  8. 
55'J  A.  G.  O. 
29  A.  G.  O. 
260  P.  &  S. 
602  A.  O.  0. 

41  Q.  M.  C. 

39  Q.  M.  C. 
342  A.  G.  O. 
29a  A.  G.  O. 
370  W.  D. 
637  A.  G.  O. 

34  A.  G.  O. 
332  A.  G.  O. 
644  A.  G.  O. 
2C3B  P.  &  S. 
415  A.  G.  O. 

29  A.  G.  O. 
260  P.  &  S. 

41  Q.  M.  C. 

94  A.  G.  O. 

39  Q.  M.  C. 
342  A.  G.  O. 
29aA.  G.  O. 
370  W.  D. 
637  A.  G.  O. 
644  A.  G.  O. 
2()3B  P.  &  S 

29  A.  G.  O. 
602  A.  G.  O. 

41  Q.  M.  C. 

39Q.M.C. 
342  A.  G.  O. 
29aA.  G.  O. 
637  A.  G.  O. 
332  A.  G.  O. 
644  A.  G.  O.- 
263B  P.  &  S. 
No  form. 
196  A.  G.  O. 

29  A.  G.  O.  ■ 
200  P.  &  S. 
602  A.  G.  O. 


594  A.  G.  O. 
312  A.  G.  O. 
29aA.  G.  0. 
637  A.  G.  O. 
332  A.  G.  O. 
644  A.  G.  O. 
20  A.  G.  O. 


184.  Change  of  grade. — a.  Change  of  grade  is  effected  in  the  com- 
pany as  follows: 

(1)  Appointment  of  sergeants  and  corporals  in  accordance  with 
paragraphs  271  and  274,  Army  Regulations,  and  for  detached  com- 
pany, paragraph  275,  Army  Regulations,  in  addition ; 

(2)  Appointment  and  reduction  of  first  sergeants,  mess  sergeants, 
supply  sergeants,  and  stable  sergeants,  from  and  to  the  grade  of  ser- 
geant, in  accordance  with  paragraph  273,  Army  Regulations ; 

(3)  Appointment  and  reduction  of  chief  mechanics,  cooks,  me- 
chanics, horseshoers,  saddlers,  wagoners,  buglers,  and  privates,  first 
class,  in  accordance  with  paragraphs  275  and  278,  Army  Regulations ; 


100  COMPANY  ADMINISTRATION. 

(4)  Appointment  and  leducLion  of  lauce  corporals,  in  accordance 
with  paragrapli  272,  Army  Ilegulations; 

(5)  Reduction  of  all  grades  in  accordance  with  paragraph  276, 
Army  Regulations. 

&.  For  appointment,  promotion,  or  reduction  of  noncommissioned 
officers  by  regimental  or  separate  battalion  commander,  recommenda- 
tion should  be  made  in  memorandum  form,  iu  duplicate,  the  origlaal 
being  sent  to  headquarters  with  the  morning  report,  and  the 
duplicate  placed  in  the  "  Reminder "  iu  the  company  field  desk 
under  the  date  when  action  on  the  recommendation  may  be  ex- 
pected. If  the  company  commander  has  not  been  informed  of  tho 
action  taken  on  his  recommendation  by  the  date  expected  through 
receipt  of  the  order  announcing  the  appointment,  promotion,  or  reduc- 
tion or  by  the  return  of  the  memorandum  disapproving  the  recommen- 
dation, the  duplicate  will  be  moved  backward  from  day  to  day  in  the 
"  Reminder."  In  case  of  unusual  delay  verbal  inquiry  should  be  made 
of  the  regimental  personnel  adjutant.  In  connection  with  appoint- 
ments and  promotions,  see  paragraph  256,  Army  Regulations. 

Ordinarily  formal  letters  should  not  be  used  fox-  such  routine 
transactions,  but  when  so  used  should  be  treated  as  informal  memo- 
randa. If  correspondence  results  in  connection  with  the  recom- 
mendation, which  it  is  desired  to  place  on  record,  the  memorandum 
or  letter. would  then  be  noted  in  the  correspondence  book  and  the 
copy  placed  in  the  document  file.     (Par.  80.) 

c.  Upon  receipt  of  the  order  for  appointment  or  reduction  or  upon 
its  issue  in  company  orders : 

(1)  The  duplicate  memorandum  in  the  "Reminder"  is  destroyed; 

(2)  Entry  is  made  on  the  morning  report  (par.  14&)  ; 

(3)  Entry  Is  made  on  the  service  record  of  the  soldier  imder  Mili- 
tary record,  page  5,  and  in  case  of  reduction  as  a  disciplinary  measure 
entry  is  made  under  Record  of  convictions  by  courts-martial,  page  7, 
or  Company  punishment,  page  8.  The  company  commander  will  initial 
entries  on  service  record  as  required  by  instruction  12  thereon,  at  the 
time  he  Initials  the  morning  report  containing  the  notation ; 

(4)  The  proper  change  is  made  in  the  duty  roster  (par.  31)  ; 

(5)  Entry  must  also  be  made  on  pay  card  and  pay  rolls  (par.  52), 
and  the  change  reported  on  report  of  changes  by  the  officer  charged 
with  these  duties  (par.  3.5),  both  in  accordance  with  Special  Regu- 
lations 58. 

185.  Gains  by  transfer  or  assiganieiit. — a.  When  a  soldier  is 
assigned  to  a  company  his  service  i-econl  (par.  105a)  and  individual 
equipment  record  (par.  125b)  are  forwarded  without  indorsement 
to  the  company  by  the  personnel  adjutant,  after  making  notation  of 
the  assignment  in  the  service  record  under  the  heading  "  Current  en- 
listment ",  and  after  checking  the  pay  card  with  the  service  record. 

&.  Ordinarily  the  channel  of  transfer  is  through  the  personnel 
adjutant,  but  should  a  transfer  be  directed  from  company  to  company 
the  service  record  and  individual  equipment  record  are  transmitted 
directly  between  the  company  commanders  concerned.  In  this  case 
the  company  commander  checks  the  pay  card,  carried  by  the  soldier, 
with  the  service  record  before  transmitting  It  to  the  personnel  adju- 
tant. 


COMPANY  ADMINISTRATION.  101 

c.  Upon  receipt  of  the  service  record  tlie  company  commander 

(1)  Checks  the  service  record  to  detect  any  error  or  omission,  and 
remedies  any  sucli  defect  vi'itliout  delay ;  makes  notation  under 
"Remarks"  when  soldier  joins  (par.  1056)  ; 

(2)  Makes  notation  on  the  morning  report  under  "  Remarks  "  (pars. 
14c(l),  14rf(2),  lld(o))  to  show  change  in  strength  and  strength 
for  rations ;  in  the  case  of  a  recruit  the  personnel  adjutant  prepares 
the  report  of  changes  from  the  data  in  his  possession ; 

(3)  Appends  the  name  in  the  proper  place  on  the  duty  roster  (par. 
olb)  ;  in  the  case  of  a  recruit  tlie  abbreviation  " Ret"  entered  In  the 
date  column  furnishes  a  check  on  the  date  of  joining ; 

(4)  Checks  clothing  and  equipment  in  the  soldier's  possession 
with  his  individual  equipment  record,  charges  deficiencies  on  Form 
No.  602,  A.  G.  O.,  and  takes  up  on  the  property  loan  record  articles, 
other  than  clothing  and  individual  equipment  (par.  122a),  listed  on 
the  shipping  ticket,  if  one  accompanies  the  individual  equipment  rec- 
ord.    (Pars.  125b  and  176/.) 

(5)  Checks  identification  tag  with  name  and  Army  serial  number 
on  service  record ;  or  if  there  be  no  identification  tag,  issues  one, 
properly  stamped,  and  charges  same  on  individual  equipment  record 
(par.  491,  A.  R.). 

186.  Loss  by  transfer.— When  a  soldier  is  transferred  from  the 
company  the  company  commander — 

a.  Fills  out  the  extract  of  service  record.  Form  No.  29a,  A.  G.  O., 
for  file  in  the  coinpany,  first  transmitting  it  to  the  personnel  adjutant, 
who  will  make  notation  from  it  on  pay  rolls  and  .pay  card,  and  then 
return  it  with  the  pay  card  to  the  company  commander  (par.  109)  ; 

b.  Fills  out  the  next  blank  indorsement  on  the  service  record  (par. 
106)  and  makes  notation  under  head  of  "  Transferred  " ; 

c.  Makes  i;<roper  notation  ou  the  individual  equipment  record  (par. 
125)  ; 

d.  Prepares  a  temporary  service  record  should  a  subsequent  trans- 
fer occur  before  receipt  of  the  original  service  record  from  the  pre- 
vious station  (par.  109)  ; 

e.  Makes  notation  on  the  morning  report  (par.  IM  (1))  ; 

/.  Closes  entry  in  duty  roster  (par.  31b)  by  notation  "transferred," 
beginning  word  in  space  of  date  of  transfer ; 

g.  Transmits  service  record,  individual  equipment  record,  and  pay 
card  to  new  station  (par.  106)  ; 

7i.  Prepares  shipping  ticket,  P.  &  S.  Form  No.  260,  upon  which  la 
listed  any  articles  of  public  property  which  are  missing,  and  any 
articles  of  public  property,  other  than  clothing  or  individual  mess 
equipment,  which  the  soldier  may  take  with  him  in  special  circum- 
stances (par.  176/)  ; 

i.  Reports  by  letter  to  the  Quartermaster  General,  if  the  soldiei 
transferred  has  deposits,  the  name,  grade,  and  Army  serial  number 
of  the  soldier,  organization  from  which  and  to  which  transferred, 
together  with  the  fact  that  the  soldier  has  deposits  accruing  to  him 
(par.  170;  par.  1361,  A.  R.). 

187.  Extra  and  special  datj.— a.  Enlisted  men  detailed  to  perform 
specific  services  which  remove  them  temporarily  from  the  duty  roster 
of  the  company,  but  not  from  the  post,  camp,  or  station,  are  classed 
as  on  extra  duty,  if  receiving  increased  compensation  properly  au- 


102  COMPANY  ADMINISTRATION. 

thurized  for  the  specific  case,  and  on  special  duty,  if  there  be  no  in- 
creased compensation.     (Par.  109,  A.  R.) 

&.  Extra  duty  pay  on  foreign  service  Is  limited  by  the  provisions 
of  paragraph  170,  Army  Regulations.  The  detail  of  noncommissioned 
officers  on  extra  duty  will  be  made  only  as  provided  by  paragraphs 
171  and  173,  Army  Regulations.  Extra  duty  pay  is  also  authorized 
Cor  tailors  and  cobblers  by  paragraph  279,  Army  Regulations,  and  for 
extra  cooks  and  mess  attendants  by  paragraph  329,  Army  Regulations. 
Notations  ou  pay  i-oUs  are  made  as  provided  in  paragraph  62,  Com- 
pilation of  Orders. 

c.  Absence  ou  duty  exceeding  24  hours  will  be  reported  as  detached 
service  (par.  190a),  but  a  soldier  is  not  considered  absent  from  his 
company  If  performing  duty  other  than  company  duty  at  the  same 
post,  camp,  or  station  in  which  case  he  is  carried  as  on  special  or 
extra  duty. 

d.  Officers  and  enlisted  men  detached  from  their  company  but  re- 
maining in  the  same  camp,  post,  or  station  are  carried  on  the  morning 
report  of  the  company  from  which  detached  as  on  special  or  extra 
duty,  and  on  the  morning  report  of  the  organization  to  which  attached 
as  "  Attached  "  or  "  Attached  for  duty,"  as  provided  in  paragraph  12. 
Officers  and  men  attached  to  detached  companies  are  reported  on  the 
returns  of  such  companies  in  accordance  with  paragraph  41.  Attached 
enlisted  personnel  are  ordinarily  paid  with  the  organization  which  re- 
tains the  service  record. 

e.  When  a  man  is  placed  upon  special  or  extra  'duty  notation  is 
made  (1)  on  the  morning  report  (par.  lAf  (1)),  the  nature  of  the 
duty  not  being  specified,  and  (2)  on  the  duty  roster  (par.  31c). 

188.  Sickness.— a.  Instructions  for  the  preparation  of  the  company 
tick  report  are  given  in  paragraphs  23  to  27,  and  for  notation  of 
"  sickness  "  on  the  morning  report  and  duty  roster  in  paragraph  14£r. 

&.  (1)  When  a  soldier  is  unable  to  perform  duty,  sick  in  quarters 
or  in  hospital,  for  more  than  one  day  as  result  of  his  own  intemperate 
uae  of  drugs  or  alcoholic  liquors  or  other  misconduct,  he  is  required 
to  make  good  the  time  lost  before  being  fuvloughed  to  the  reserve  or 
cllscharged  on  account  of  expiration  of  term  of  service  (A.  W.  107). 
The  record  of  the  time  to  be  made  good  is  kept  under  c  of  the  heading 
"  Time  lost  to  be  made  good  under  A.  W.  107,"  on  the  service  record 
of  the  soldier.  Since  the  107th  article  of  war  does  not  apply  unless  the 
soldier  is  absent  from  duty  for  more  than  one  day,  when  a  soldier  is 
reported  as  sick  in  quarters  or  in  hospital  with  notation  "  No ;  GO  81, 
1912  "  on  one  day  and  is  reported  as  for  duty  on  the  sick  report  for 
the  following  day,  or  the  diagnosis  is  changed  so  that  tlie  notation  in 
the  columns  "  In  line  of  duty  "  is  "  Yes,"  no  record  of  the  sickness  will 
be  made  on  the  service  record.     (See  paragraph  24&(6).) 

(2)  The  entry  on  the  service  record  can  not  be  completed  until  the 
soldier  has  been  returned  to  duty  and  it  has  been  authoritatively 
determined,  as  Indicated  in  paragraph  24&  (1)  that  the  case  Is  within 
the  purview  of  the  107th  article  of  war,  but  at  the  time  the  notation 
"  No ;  GO  31,  1912  "  is  made  on  the  sick  report,  either  by  the  company 
commander  or  the  medical  officer  or  by  both,  a  notation  should  be 
placed  in  the  "  Reminder  "  in  order  that  the  case  may  be  brought  to 
the  attention  of  the  commanding  officer  at  the  proper  time,  and  in 
order  that  the  entry  on  the  service  record  may  not  be  overlooked.  The 
note  in  the  "  Reminder  "  should  not  be  destroyed  until  paragraph  246 


COMPANY  ADMINISTRATIOrr.  IQS 

and  this  paragraph  have  been  fully  complied  with  and  the  entry  on 
the  service  record  completed  and  initialed  by  the  company  commander. 
(3)  Inclusive  dates  of  sickness  will  always  be  recorded  on  the 
service  record.  For  example,  if  tlie  soldier  was  marked  "  Hospital " 
on  July  3,  1918,  iiud  "Duty"  on  July  20,  1918,  the  correct  entry  for 
the  service  record  would  be  "  Jul  3  to  19/18,  17  days." 

c.  V/henever  practicable  a  soldier  should  himself  turn  in  his  equip- 
ment and  store  surplus  clothing  before  leaving  the  company  tem- 
porarily. But  in  many  cases  of  admission  to  hospital  this  will  be  im- 
practicable and  it  is  then  tiie  duty  of  the  squad  leader  or  other  proper 
noncommissioned  officer  to  secure  the  effects  of  the  soldier  and  turn 
them  over  to  the  company  supply  sergeant  The  supply  sergeant  will 
enter  in  lead  pencil  in  an  unused  column  under  the  heading  "  Turned 
in  "  on  the  Individual  Equipment  Record,  Form  No.  637,  A.  G.  O.,  the 
date  and  the  quantity  of  each  item 'taken  in.  Upon  return  of  the 
soldier  from  hospital,  his  property  will  be  checked  back  to  him  by  the 
supply  sergeant,  who  will  erase  the  pencil  notations  shovsdng  articles 
turned  in. 

d.  Whenever  a  soldier  is  transferred  to  a  hospital  at  another  post, 
camp,  or  station,  or  to  a  hospital  not  under  the  jurisdiction  of  the  com- 
manding officer  of  the  station  of  the  soldier's  company  and  is  accounted 
for  as  "  Absent  sick "  on  the  company  morning  report,  the  soldier's 
service  record  will  be  forwarded  by  indorsement  with  his  pay  card 
and  individual  equipment  record  directly  to  the  surgeon  of  the  post, 
camp,  or  station,  or  to  the  commanding  officer  of  the  hospital.  The 
extract  from  service  record  will  be  prepared  and  filed.  (Pars.  119 
and  190&(2).) 

189.  Arrest  and  conflnement.—a.  The  arrest  of  a  soldier  is  re- 
corded in  the  company  on  the  morning  report  (par.  1470  and  duty 
roster  (par.  29a).  No  notation  of  arrest  Is  made  on  the  soldier's 
service  record. 

b.  (1)  In  the  case  of  confinement  notations  are  required  on  the 
morning  report,  duty  roster,  individual  equipment  record,  and  in  cases 
of  conviction  on  the  soldier's  service  record.  The  proper  notation  for  a 
morning  report  is  shown  in  paragraph  14/^,  and  for  a  duty  roster  in 
paragraphs  29a  and  31c.  If  a  soldier  in  confinement  is  taken  into 
.hospital,  a  new  entry  is  required  on  his  company  morning  report 
(pars.  14<7  and  h),  and  on  the  duty  roster  (par.  31). 

(2)  The  soldier's  clothing  and  personal  equipment,  except  such  as 
ie  may  require  in  confinement,  will  be  taken  in  by  the  supply  ser- 
geant and  the  transaction  recorded  on  the  individual  equipment 
record,  as  indicated  in  paragraph  18Sc. 

(3)  A  notation  will  be  made  on  the  service  record  under  &  of  the 
heading  "  Time  lost  to  be  made  good  under  the  107th  A.  W.,"  In  the 
case  of  a  soldier  who  is  confined  for  more  than  one  day  under  sentence, 
or  while  awaiting  trial  and  disposition  of  his  case,  if  the  trial  results 
in  conviction. 

(4)  If  the  soldier  has  been  tried  while  in  arrest  (par.  14ft),  or 
tried  without  first  being  placed  in  arrest  or  confinement,  and  sen- 
tenced to  confinement  for  more  than  one  day,  when  the  entry  is  made 
on  the  morning  report  showing  the  soldier  in  confinement,  notation 
will  be  made  of  the  date  under  &  of  the  heading  "Time  lost  to  be 
made  good  under  A.  W.  107"  on  page  6  of  the  service  record,  thus 
*'  July  10  to  — ." 


104  COMPANY  ADMINISTRATION. 

(5)  If  the  soldier  is  placed  in  confinement  awaiting  trial,  notation 
can  not  be  made  on  the  service  record,  except  in  pencil,  until  the  trial 
has  been  completed  and  the  result  announced.  In  such  oa?e  a  memo- 
randum should  be  placed  in  the  "  Reminder,"  in  order  that  the  nota- 
tion on  the  service  record  may  not  be  overlooked.  When  the  result 
of  tlie  trial  is  known,  notation  of  the  date  of  the  beginning  of  the 
confinement  is  then  made  in  ink  on  the  service  record,  provided  the 
soldier  is  convicted.  If  the  soldier  is  acquitted,  no  notation  of  the 
confinement  Is  made  on  the  service  record.  If  convicted,  the  time  to  be 
made  good  under  the  107th  article  of  war  begins  to  run  from  the  date 
the  soldier  was  confined  with  view  to  trial,  and  this  date  should  be 
entered  on  the  service  record. 

(6)  When  the  notation  of  release  from  confinement  Is  made  on 
the  morning  report  (par.  14?i),  the  notation  on  the  service  record 
will  then  be  completed  and  the  entry  verified  and  initialed  by  the 
company  commander  at  the  time  he  authenticates  the  morning  report. 

(7)  If  the  soldier's  enlistment  expires  while  he  is  awaiting  sentence 
he  will  be  discharged  only  in  accordance  with  the  provisions  of  para- 
graph 157c (1). 

(8)  Since  a  soldier  serving  sentence  of  confinement  is  released  on 
the  last  day  thereof,  the  day  of  his  release  from  confinement  is  a  day 
of  confinement  to  be  made  good  under  the  provisions  of  the  107th 
article  of  war.  Assuming,  therefore,  that  the  soldier  was  confined 
on  July  10  under  a  sentence  of  five  days'  confinement,  he  would  be 
released  on  the  14th.  The  entry  on  the  service  record  is  completed 
by  adding  this  date  with  the  year,  and  the  number  of  days  to  be 
made  good ;  thus  the  complete  notation  v/ould  be  "  July  10  to  14/19, 
5  days."  But  If  he  had  been  confined  on  the  10th,  had  been  tried  and 
had  been  given  a  sentence  of  five  days,  approved  on  the  12th,  he  would 
be  released  on  the  16th,  and  this  date  would  be  entered  on  the  service 
record.  The  complete  notation  would  then  be  "  July  10  to  16/19,  7 
days."  If  the  soldier  is  convicted  but  the  sentence  does  not  include 
confinement  he  Is  nevertheless  required  to  make  good  any  time  in 
excess  of  one  day  while  in  confinement  awaiting  disposition  of  his 
case.  Assuming  that  the  soldier  was  confined  on  the  10th  to  await 
trial,  was  tried  and  by  sentence  approved  July  12,  sutlers  a  for- 
feiture of  pay  only,  the  notation  would  be  "  July  10  to  11/19,  2  days." 
If  the  case  had  been  disposed  of  and  the  soldier  released  from  con- 
finement on  the  11th  no  notation  would  be  made  on  the  service  record, 
since  the  confinement  would  not  have  been  in  excess  of  one  day.  A 
soldier  tried  by  general  court-martial  and  given  sentence  not  Involving 
confinement  may  be  released  by  the  commanding  officer  upon  notifica- 
tion by  the  triul  judge  advocate  to  that  effect.  (Par.  332a,  M.  C.  M.) 
In  this  case  the  day  of  release  Is  a  day  of  duty. 

c.  (1)  If  the  soldier  is  absent  in  confinement  the  instructions  given 
In  subparagraph  &  (3)  govern  with  regard  to  noting  on  the  service 
record  thj  time  to  be  made  good  under  the  107th  article  of  war. 

(2)  The  status  of  the  soldier  will  be  shown  on  the  duty  roster  as 
Indicated  In  paragraph  Sic,  and  the  notation  will  be  made  at  the  time 
confinement  Is  noted  on  the  morning  report. 

(3)  If  a  soldier  Is  sentenced  to  dishonorable  discharge,  the  dis- 
charge being  susjiended,  he  will  be  dropped  from  the  records  of  the 
organization  (par.  54,  C.  of  O.,  1916  Supl.),  the  service  record  being 
forwarded  to  the  place  of  confinement  (par.  108a  (6)),  and  the  Form 


COMPANY  ADMINISTRATION.  105 

No.  29a,  A.  G.  O.,  being  prepared  and  filed  (pars.  119,  120),  as  in  any 
other  transfer.  If  the  soldier  is  contined  at  a  station  other  tlmii 
that  of  his  company,  the  same  procedure  will  be  followed. 

d.  Absence  in  the  hands  of  civil  authorities  is  recorded  as  conhne- 
ment  vrithin  the  meaning  of  the  107th  article  of  war,  and  if  the 
soldier  is  convicted  the  time  lost  must  be  made  good.  Notation  of  the 
absence  will  therefore  be  made  as  directed  in  subparagraph  6. 

190.  Detached  serrice.— -o.  Absence  on  duty  exceeding  24  hours  will 
be  reported  as  detached  service,  in  distinction  from  special  duty,  when 
the  duty  takes  the  soldier  away  from  his  post,  camp,  or  station  as  well 
as  his  company. 

ft.  Upon  the  receipt  of  an  order  placing  a  soldier  on  detached 
service — 

(1)  Extract  from  service  record.  Form  No.  29ff,  A.  G.  O.,  will  be 
prepared  (par.  119)  and  sent  to  the  personnel  adjutant,  who,  after 
making  proper  notation  on  the  pay  roll  and  pay  card,  will  return  the 
extract  with  the  pay  card  to  the  company  where  Form  No.  ZQa,  A.  G.  O., 
will  be  filed  In  the  field  desk  in  place  of  the  service  record;  the  pay 
card  will  be  checked  with  the  service  record  and  both  will  be  trans- 
mitted.   (Pars.  106  and  120;  and  S.  R.  No.  5S.) 

(2)  The  soldier's  equipment  depends  upon  the  nature  of  his  de- 
tached service ;  if  his  service  record  is  forwarded  to  his  new  station, 
his  individual  equipment  record  should  be  forwarded  (par.  104, 
A.  R. ) ,  but  unless  conditions  warrant,  no  transfer  on  P.  and  S.  Form 
No.  2(>0  need  be  accomplished,  unless  the  soldier  is  detached  for  a 
considerable  period,  in  which  event  transfer  will  be  effected  as  directed 
in  paragraphs  125  and  llQf. 

(3)  The  soldier  will  be  noted  on  the  duty  roster  as  on  detached 
service  beginning  the  date  he  appears  on  the  morning  report  in  that 
status.     (Pars.  29&  and  31c.) 

ISl.  Leaye  of  absence,  furloagh.— o.  (1)  The  departure  of  an 
ofScer  from  his  station  on  leave  ^^t  absence  will  be  noted  on  the  morn- 
ing report  for  the  day  of  departure.  If  the  leave  was  for  ten  days 
and  the  officer  left  his  station  on  the  first  of  the  month,  the  leave 
would  commence  on  the  second  and  would  expire  at  midnight  on  the 
11th.  His  return,  or  such  other  change  of  status  as  may  have  oc- 
curred, would  be  noted  on  the  morning  report  for  that  day.  Pars. 
58  and  82G,  A.  R.) 

(2)  Should  an  officer  who  is  the  custodian  of  a  company  fund  be 
absent  from  the  post  or  station  on  leave  or  otherwise  for  a  period  of 
more  than  three  and  less  than  eleven  days,  he  will  leave  the  funds 
with  the  officer  acting  in  liis  place,  taking  a  memorandum  receipt 
therefor;  but  if  such  an  officer  is  to  be  absent  for  more  than  ten  days 
he  will  regularly  transfer  the  funds  to  his  successor.     (Par.  324,  A.  R.) 

(3)  An  officer  transferring  funds  when  going  on  leave  will  trans- 
fer them  as  provided  in  paragraph  93.     (Par.  324,  A.  R.) 

(4)  An  officer  responsible  for  Government  property  will  not  trans- 
fer his  responsibility  therefor  during  an  absence  of  less  then  one 
month  unless  ordered  to  do  so  by  competent  authority.  (Pars.  661 
and  662,  A.  R.) 

h.  (1)  The  departure  of  a  soldier  from  his  company  on  furlough 
will  be  noted  on  the  morning  report  for  the  day  of  departure.  If  the 
furlough  was  for  seven  days,  and  the  soldier  left  his  station  on  the 


106  COMPANY  ADMINISTRATION. 

first  of  the  month,  the  furlough  would  commence  on  the  day  of  depar- 
ture and  would  expire  at  midnight  on  the  7th,  both  day  of  departure 
and  day  of  return  being  included  in  the  furlough.  His  return,  or  such 
other  change  of  status  as  he  may  have  acquired,  would  be  noted  on 
the  morning  report  for  that  day ;  1.  e.  "  Sgt  Oapps  fur  to  duty."  Upon 
his  departure,  a  memorandum  should  be  placed  in  the  "  Reminder " 
for  the  7th  to  check  up  his  return.     (Par.  205.) 

(2)  The  absence  of  the  soldier  will  be  noted  on  the  duty  roster  as 
directed  in  paragraphs  29b  and  31c. 

(3)  Absence  on  furlough  is  noted  under  the  heading  "Furloughs" 
on   the  service  record.    Notation   of   the   departure  on   furlough  is 

made  thus,  "  July  1  to "  at  the  same  time  the  morning  report  is 

prepared  showing  the  departure  of  the  soldier.  Upon  the  return  of 
the  soldier  from  furlough  or  when  his  status  changes  at  the  expiration 
of  his  furlough  (subpar.  (1))  the  entry  will  be  completed  by  adding, 
for  instance,  "  7/19."  The  entry  will  then  be  verified  and  initialed  by 
the  company  commander  at  the  time  he  checks  and  initials  the 
morning  report. 

(4)  Before  departure  on  furlough  the  soldier  will  turn  in  and  store 
Ms  equipment,  as  provided  in  paragraph  188c.     (Subpar.  e(6).) 

(5)  If  discharged  before  the  expiration  of  his  furlough,  the  soldier 
Is  entitled  to  commutation  of  rations  for  the  day  of  discharge. 

c.  When  a  soldier  applies  for  furlough  the  company  commander 
will  prepare  Form  No.  66,  A.  G.  O.  (par.  139),  and  forward  it  for 
approval  (pars.  106,  107,  A.  R.),  attaching  thereto  a  memorandum, 
approving  or  disapproving  (with  reason  in  the  latter  case),  stating 
briefly  the  soldier's  service,  previous  furloughs  of  record  (par.  109, 
A.  R. ) ,  and  noting  how  many  soldiers  of  the  company  are  already  on 
furlough  (par.  106,  A.  R.). 

d.  Before  forwarding  furloughs  for  approval  the  company  com- 
mander will  see  that  they  are  in  conformity  with — 

( 1 )  Paragraphs  106  and  107,  Army  Regulations,  as  to  periods  of  fur- 
lough to  be  approved  by  the  several  authorities ; 

(2)  Paragraph  106,  Army  Regulations,  as  to  the  5  per  cent  limit  on 
number ; 

(3)  Paragraph  35,  Compilation  of  Orders,  as  to  service  required  in 
the  case  of  candidates  for  commission  ; 

(4)  Paragraph  36,  Compilation  of  Orders,  as  to  whether  the  soldier 
is  under  War  Department  orders  for  transfer ; 

(5)  Paragraphs  1343  and  1344,  Army  Regulations,  as  to  candidates 
for  gunner's  rating. 

e.  Before  the  soldier  leaves  on  furlough  he  will  be  apprised  by  the 
company  commander — 

(1)  Of  his  liability  to  arrest  and  revocation  of  furlough  if  he 
exceeds  the  limits  of  place  noted  thereon ; 

(2)  That  he  must  not  leave  the  continental  limits  of  the  United 
States  without  express  authority  (par.  109,  A.  R.)  ; 

(3)  Of  the  exactions,  in  the  case  of  oversea  furloughs  (pars.  109- 
112,  A.  R.)  ; 

(4)  Of  the  procedure  in  case  of  emergency  while  on  furlough  (pars. 
110-112,  A.  R.)  ; 

(5)  That  he  will  not  be  paid  while  on  furlough,  except  by  special 
War  Department  authority  (par.  113,  A.  R.)  ; 


COMPANY  ADMINISTRATION.  107 

(6)  That  he  will  not  take  his  arms  or  accouterments  with  him  on 
furiouKh  (par.  113,  A.  R.)  ; 

(7)  That  both  date  of  departure  and  date  of  return  are  included 
in  the  period  of  furlough  granted  (par,  14;). 

f.  In  connection  with  commutation  of  rations  Incident  to  furlough, 
care  must  be  exercised — 

(1)  That  the  furlough  is  supported  by  the  necessary  orders  in  cases 
where  the  period  granted  is  not  ^\lthiu  the  competency  of  the  issu- 
ing authority  (par.  139c;  par.  1233,  A.  R.)  ; 

(2)  That  proper  stoppage  has  been  made  on  the  pay  card  and  pay 
roll  for  cost  of  transportation,  subsistence,  or  telegrams  involved  in 
returning  to  his  station  a  soldier  on  furlough  without  funds  (pars. 
110,  lllli,  and  1236,  A.  R.)  ; 

(3)  That  proper  adjustment  of  cost  of  transportation  and  sub- 
sistence has  been  made  and  charged  in  the  case  of  a  change  of  station 
occurring  while  a  soldier  is  on  furlough  (par.  112,  A.  R.)  ; 

(4)  That  commutation  of  rations  is  not  paid  when  a  soldier  falls 
to  report  to  his  proper  station  (or  designated  port,  in  case  of  oversea 
furlough),  on  or  before  the  last  day  of  his  furlough  (par.  1229, 
A.  R.)  ; 

(5)  That  deduction  in  commutation  is  made  where  subsistence  has 
been  furnished  at  Government  expense  while  traveling  on  shipboard 
(par.  1234,  A.  R.)  ; 

(6)  That  the  required  closing  notations  on  the  furlough  are  made 
upon  the  soldier's  return  from  furlough. 

g.ltsi  furlough  Is  lost  a  copy  may  be  furnished  as  provided  in  para- 
graph 1237,  Army  Regulations.  When  a  disbursing  officer  is  not 
present  to  pay  commutation  accruing  on  furlough,  such  commutation 
may  be  secured  as  provided  in  paragraph  1238,  Army  Regulations. 

192.  Absence  without  leave,  of  enlisted  men.— o.  (1)  The  morn- 
ing report  shows  the  condition  of  the  company  or  detachment  at  mid- 
night ending  the  day  covered  by  the  report,  i.  e.,  the  morning  report 
rendered  on  July  3  covers  the  24  hours  ending  midnight  July  2-3; 
hence  any  soldier  absent  without  proper  authority  at  the  last  forma- 
tion or  check  of  the  company  in  that  24  hours  would  be  reported  as 
absent  without  leave  on  the  morning  report  unless  the  company  com- 
mander has  reliable  information  that  the  soldier  returned  prior  to 
midnight.     (Par.  11.) 

(2)  The  hours  of  departure  and  return  will  not  be  stated  except 
when  necessary  to  determine  strengtli  for  rations.     (Par.  14a.) 

(3)  Any  overpayment  resulting  from  failure  of  an  officer  to  make 
proper  entry  of  unauthorized  absence  will  be  charged  against  such 
officer.     (Par.  141,  A.  R.) 

0.  The  absence  will  be  noted  on  the  duty  roster  as  indicated  in 
paragraphs  29a.  and  31c. 

c.  (1)  A  soldier  who  deserts  the  service  of  the  United  States  or 
without  proper  authority  absents  himself  from  his  organization,  sta- 
tion, or  duty  for  more  than  one  day  is  held  liable  to  serve,  after  his 
return  to  full-duty  status,  for  such  period  as  shall,  with  the  time  he 
may  have  served  prior  to  such  desertion  or  unauthorized  absence, 
amount  to  the  full  term  of  that  part  of  his  enlistment  period  wlilch  he 
is  required  to  serve  with  his  organization  before  being  discharged 
or  furloughed  to  the  Regular  Army  Reserve.  All  such  absences  are 
recorded  on  the  service  record  under  a  of  the  heading  "  Time  lost  to 


108  COMPANY  ADMINISTRATION. 

be  made  good  under  A,  W.  107."  In  making  the  entry  on  the  service 
record  it  must  be  borne  in  mind  that  the  day  of  departure  is  a  day  of 
absence  and  the  day  of  return  a  day  of  duty ;  also  that  an  absence  not 
exceeding  one  day  is  not  permanently  recorded.     (107th  A.  W;) 

(2)  The  soldier  would  not  ordinarily  have  been  absent  more  than 
one  day  at  the  time  the  morning  report  Is  prepared,  but  the  beginning 
of  the  absence  without  leave  should  be  noted  on  the  service  record  in 
lead  pencil  at  the  time  the  morning  report  is  prepared,  in  order  that 
the  notation  will  not  be  overlooked.  If  the  soldier's  absence  does  not 
exceed  one  day  and  the  morning  report  for  the  following  day  shows 
his  return  to  military  control,  the  pencil  notation  of  the  absence  on  the 
service  record  will  be  erased.  If  the  absence  without  leave  exceeds 
one  day,  that  is,  if  the  morning  report  for  the  following  day  does  not 
show  the  soldier  returned  to  militai'y  control,  the  notation  on  the 
service  record  will  be  completed  In  Ink  when  the  unauthorized 
absence  ends  or  other  change  of  status  occurs,  thus  "July  1  to  4/19, 
3  days."  The  entry  will  be  completed  at  the  time  the  remark  is 
made  on  the  morning  report  showing  the  soldier's  return  to  military 
control,  or  other  change  of  status,  and  the  entry  will  be  verified  and 
initialed  by  the  company  commander  at  the  time  he  authenticates  the 
morning  report. 

(3)  If  the  soldier  fails  to  return  and  Is  subsequently  dropped  as  a 
deserter  (par.  197),  at  the  time  the  remark  is  made  on  the  morning 
report  showing  the  change  of  status  to  desertion,  the  notation  in 
pencil  on  the  service  record  showing  the  beginning  of  the  absence 
will  be  made  in  ink,  and  will  be  initialed  by  the  company  commander, 

d.  Clothing  and  equipment  of  the  soldier  left  in  camp  or  quarters 
should  be  turned  in  to  the  supply  sergeant  by  the  squad  leader  or 
other  proper  noncommissioned  officer  and  the  transaction  noted  on  the 
individual  equipment  record  as  indicated  in  paragraphs  126  and  ISSe. 

e.  If  the  case  is  not  amenable  to  company  discipline,  charges  will  be 
prepared  under  the  61st  article  of  war.     (Par.  159.) 

193,  Missing  In  action.- — ^When  a  soldier  is  missing  in  'action  the 
notation  on  the  morning  report  will  be,  for  instance,  "  Pvt  Brown 
missing  in  action"  (par.  147).  The  name  and  rank  of  a  soldier,  or 
company  ofScer,  missing  in  action  will  be  accurately  recorded  under 
"Record  of  Events"  in  the  morning  report,  together  with  date  and 
place  (par.  195).  Disposition  of  the  soldier's  records  and  effects  will 
be  In  accordance  with  such  instructions  and  regulations  as  may  be 
prescribed  from  time  to  time. 

194.  Biseharge  and  farlongh  to  reserve. — a.  There  should  be  In 
the  desk  of  each  company  a  list  of  the  company  arranged  according  to 
dates  of  discharge  or  furlough  to  the  reserve  on  account  of  expiration 
of  term  of  service.  This  list  should  show  the  date  ench  soldier  Is 
due  to  be  discharged  or  furloughed  to  the  reserve  according  to  the 
date  of  enlistment,  without  taking  Into  account  time  to  be  made  good 
under  the  107th  article  of  war.  To  insure  the  preparation  of  necessary 
papers,  and  in  the  case  of  a  soldier  to  be  furloughed  to  the  reserve,  the 
examination  required  by  paragraph  9,  R.  R.  A.  R.,  the  list  should  be 
placed  in  the  "  Reminder  "  under  the  date  one  day  in  advance  of  the 
date  the  nest  soldier  is  due  to  be  discharged  or  examined  for  furlough 
to  the  reserve,  and  thereafter  moved  backward  in  the  "  Reminder  "  to 
the  date  one  day  in  advance  of  the  date  the  next  soldier  is  to  be  dis- 


COMPANY  ADMINISTRATION.  109 

charged  or  examined  for  furlough  to  the  reserve.  The  list  will  be 
moved  back  in  the  "  Reminder "  from  day  to  day  until  any  current 
case  is  disposed  of. 

b.  Correct  remarks  for  the  morning  report  are  shown  in  paragi-aph 
14o.  In  order  not  fo  cumber  the  record  wirh  useless  data,  the  instruc- 
tions to  use  the  word  "  discharged  "  abbreviated  "  disch  "  to  cover  all 
classes  of  discharges  should  be  carefully  observed  in  all  cases.  (Par. 
157 g.) 

c.  The  discharge  or  furlough  to  the  reserve  of  a  soldier  is  noted 
on  the  duty  roster  on  the  page  for  guard  roster  by  writing  the  abbrevi- 
ation "  disch "  or  the  abbreviation  "  fur  res,"  according  to  circum- 
stances, the  entry  beginning  in  the  date  column  corresponding  to  the 
date  of  discharge.     (Par.  31ft.) 

d.  In  closing  individual  records  and  preparing  discharge  or  furlough 
papers,  the  procedure  outlined  below  will  be  followed: 

(1)  On  the  date  preceding  the  date  of  discharge  or  furlough  to  the 
reserve  the  service  record  should  be  carefully  checked  to  see  that  it  is 
complete  and  iip-to-date.  Any  omissions  or  inaccuracies  should  be 
supplied  or  corrected  and  initialed  by  the  company  commander. 
(Pars.  103-118.) 

(2)  If  the  soldier  has  an  allotment  running,  It  will  be  discontinued 
as  prescribed  in  paragraph  169ff. 

(3)  The  soldier  will  be  notified  of  details  of  premiums  for  Gov- 
ernment insurance,  dates  of  payments,  etc.,  in  accordance  with  para- 
graphs 74f!  and  74^7,  Special  Regulations  No.  72,  and  Cir.  No.  498, 
W.  D.,  1919. 

(4)  In  case  of  discharge  of  a  soldier  who  claims  compensation  on 
account  of  disability,  the  company  commander  will  indorse  on  the 
claim  for  compensation,  Form  No.  526,  Treasury  Department,  Bureau 
of  War  Risk  Insurance,  the  rate  of  base  pay  received  by  the  soldier 
during  the  last  month  of  service,  and  also  the  exact  date  of  discharge. 
(See  par.  72,  S.  R.  No.  72.) 

(5)  Form  No.  833,  Treasury  Department,  Bureau  of  War  Bisk 
Insurance,  will  be  prepared  in  accordance  with  paragraph  4,  Circular 
No.  73,  War  Department,  1918,  and  paragraphs  7d  and  7e,  Special 
Regulations  No.  72. 

(6)  If  the  service  record  shows  that  the  soldier  has  deposits,  bis 
deposit  book  will  be  obtained  from  him  and  the  entries  therein  checked 
with  the  entries  on  the  service  record,  care  being  taken  to  see  that  the 
vlate,  amount,  and  name  of  the  quartermaster  correspond  in  case  ot 
each  deposit.  The  book  should  then  be  returned  to  the  soldier  with 
iriStiaictions  to  present  it  to  the  quartermaster  with  his  final  state- 
ment. If  the  soldier  claims  to  have  lost  his  deposit  book  the  company 
commander  will  cause  his  aflidavit  to  that  effect  to  be  taken  and 
attached  to  the  final  statement.  The  affidavit  must  state  the  circum- 
stances attending  the  loss  of  the  deposit  book  and  show  affirmatively 
that  the  soldier  has  not  sold  or  assigned  it.  (Pars.  170&  (2)  and  ISli; 
par.  1363,  A.  R.) 

(7)  All  articles  of  equipment  in  the  possession  of  the  soldier  and 
articles  of  clothing  in  his  possession  except  those  which  he  is  per- 
mitted to  wear  to  his  home  (par.  1165,  A.  R.,  and  Cir.  No.  166,  W.  D., 
1919,  as  amended")  will  be  turned  in  (par.  61&(4))  and  the  Individual 
equipment  record  completed  as  prescribed  in  paragraph  128,  and  for- 


110  COMPANY  ADMIITISTEATION. 

warded  with  his  service  record  (subpar.  (10)).  Missing  articles  will 
be  entered  on  statement  of  charges,  Form  No.  C02,  A.  G.  O.,  which 
will  be  completed  as  prescribed  in  paragraph  160. 

(8)  The  extract  from  service  record  will  be  completed  except  the 
Items  "  Last  paid  In  full,"  "  Transportation,"  "  Subsistence,"  "  Par- 
tial payments,"  and  "  Overpayments "  and  transmitted  to  the  per- 
sonnel adjutant.  The  personnel  adjutant,  after  making  the  necessary 
entries  on  the  pay  card  of  the  soldier  and  the  pay  roll  of  the  company, 
will  write  or  stamp  the  words  "  Noted  on  pay  rolls  and  pay  card  "  at 
the  bottom  of  the  first  page  of  the  extract  from  service  record,  and 
will  return  it  to  the  company  with  the  soldier's  pay  card.  When  the 
extract  from  service  record  is  returned  to  the  company,  the  entries 
will  be  made  under  the  items  "  Last  paid  in  full,"  "Transportation," 
"  Subsistence,"  "  Partial  payments,"  and  "  Overpayments."  Any 
changes  appearing  on  the  pay  card  under  an  item  not  otherwise  pro- 
vided for  on  the  extract  from  service  record,  will  be  added  to  the 
entries  under  "Other  stoppages."     (Pai's.  114  and  119.) 

(9)  When  the  soldier  is  discharged  or  furloughed  to  the  reserve 
while  absent  from  his  company,  the  extract  from  service  record  will 
be  prepared  in  duplicate.  The  copy  will  be  furnished  to  his  company 
commander  and  the  fact  noted  under  "  Remarks "  on  the  original 
extract.     (Par.  119c.) 

(10)  The  service  record  will  then  be  closed  and  the  final  indorse- 
ment prepared  for  transmission  to  The  Adjutant  General  of  the  Army 
In  case  of  discharge ;  or  an  indorsement  prepared  to  the  officer  charged 
with  keeping  the  record  of  reservists  in  case  of  furlough  to  the  re- 
serve; or  to  the  officer  charged  with  keeping  the  records  of  general 
prisoners  at  the  place  the  soldier  is  confined  in  case  of  dishonorable 
discharge,  the  execution  of  which  is  suspended.     (Par.  108.) 

(11)  The  soldier's  final  statement  (par.  181),  and  his  discharge 
certificate  (par.  157)  in  ease  of  discharge,  or  certificate  of  fur- 
lough (par.  155),  in  the  case  of  furlough  to  the  reserve,  will  be 
prepared  from  the  closed  service  record.  The  discharge  certificate  or 
certificate  of  furlough  will  be  sent  to  headquarters  with  the  morning 
report  and  after  being  signed  will  be  returned  to  the  company  for 
delivery  to  the  soldier. 

(12)  In  case  of  furlough  to  reserve,  report  of  furlough  to  reserve, 
Form  No.  559,  A.  G.  O.,  will  be  prepared  and  disposed  of  according  to 
Instructions  given  in  paragraph  158. 

195.  Death.— a.  When  a  soldier  dies  the  company  commander  will 
secure  all  his  personal  effects  for  delivery  to  the  widow  or  legal 
representative  of  the  deceased,  if  present,  or  to  the  summary  court 
if  such  representative  is  not  present.  (Par.  138;  par.  84,  A.  R. ; 
par.  482,  M.  C.  M.)  All  issue  clothing  not  used  in  burial  will  be 
turned  in  to  the  supply  officer.     (Par.  C16(4).) 

b.  (1)  The  surgeon  will  ordinarily  prepare  the  report  of  death. 
Form  No.  415,  A.  G.  O.,  but  should  there  be  no  surgeon  it  will  de- 
volve upon  the  company  commander  to  prepare  this  report.  (Par. 
154.)  If  Form  No.  415,  A.  G.  O.,  is  not  available  the  report  will  be 
made  by  letter.     (Par.  83^,  A.  R.) 

(2)  Telegraphic  or  cable  reports  of  death  will  be  made  as  required 
by  paragraph  83,  Army  Regulations. 


COMPANY  ADMnnSTRATION.  Ill 

(3)  When  the  soldier  dies  while  absent  from  his  company  the 
company  commander  will  be  furnished  a  copy  of  the  report  of  death. 
(Par.  154b.) 

c.  (1)  When  the  company  commander  disposes  of  the  deceased's 
effects  by  turning  them  over  to  the  legal  representative  of  the  de- 
ceased, he  will  prepare  an  inventory  of  effects  (par.  138a)  ;  but  If  the 
effects  are  disposed  of  by  summary  court,  the  latter  will  prepare  the 
inventory.  (Par.  138&;  par.  84,  A.  R.;  par.  482,  M.  C.  M.)  In  either 
event  one  copy  of  the  inventory  will  be  filed  in  the  records  of  the 
company  with  the  extract  of  service  record.     (Pars.  120  and  1546.) 

(2)  When  the  company  commander  has  custody  of  funds  belong- 
ing to  the  deceased  he  is  not  authorized  to  pay  or  collect  indebted- 
ness.   Collections  may  be  made  by  the  summary  court, 

d.  In  conveying  information  upon  the  death  of  a  soldier  to  his 
relatives  or  representatives,  the  company  commander  will  be  guided 
by  the  provisions  of  paragraph  824,  Army  Regulations. 

e.  As  soon  as  the  company  commander  is  informed  of  the  soldier's 
death — 

(1)  He  will  drop  the  soldier's  name  from  the  morning  report,  the 
entry  being  for  instance,  "  Ck  Davidson,  hosp,  died."     (Par.  14p.) 

(2)  The  individual  equipment  record  will  be  closed  (par.  128), 
missing  property  being  listed  for  charge  on  Form  No.  602,  A.  G.  O., 
and  other  property  turned  in  to  the  supply  officer  (par.  61&(4)). 

(3)  The  extract  from  service  record  will  be  prepared  and  sent  to 
the  personnel  adjutant  (par.  119&),  who  will  complete  the  pay  roll  and 
pay  card,  sending  the  latter  with  the  extract  from  service  record  to 
the  company  (par.  194(Z(8)). 

(4)  The  service  record  will  then  be  completed,  a  final  indorsement 
prepared,  and  the  service  record,  pay  card,  final  statement  (par. 
181ft(3)),  and  the  inventory  of  effects,  when  the  effects  have  been 
delivered  to  the  representative  of  the  deceased  by  the  company  com- 
mander (par.  13Sa),  vnll  be  assembled  with  the  report  of  death  and 
sent  to  the  personnel  adjutant.  When  not  originated  by  the  com- 
pany commander  a  copy  of  the  report  of  death  will  have  been  fur- 
nished the  company  commander. 

(5)  Having  completed  and  forwarded  the  record,  the  extract  from 
service  record  and  the  retained  inventory  of  effects  (par.  138a (2)  (c) ) 
are  filed  together  in  rear  of  the  last  service  record,  whence  they  will 
be  transferred  to  the  alphabetical  section  of  the  permanent  file  after 
completion  of  the  next  monthly  roster. 

(6)  The  name  of  the  deceased  will  be  dropped  from  the  duty  roster 
with  proper  notation  thereon.     (Par.  31&.) 

f.  Paragraph  1173,  Army  Regulations,  prescribes  the  clothing  for 
burial;  paragraph  1137,  Army  Regulations,  provides  for  shipment  of 
effects;  paragraph  428,  Army  Regulations,  describes  the  funeral 
escort ;  paragraphs  83-87,  Army  Regulations,  prescribe  in  general  the 
procedure  in  case  of  deceased  officers  or  soldiers ;  paragraph  1333, 
Army  Regulations,  prescribes  what  shall  be  done  with  pay  of  soldier 
in  hands  of  company  commander ;  paragraph  1350,  Army  Regulations, 
prescribes  the  procedure  in  case  there  is  allotment  (par.  169d) ; 
paragraph  1367,  Army  Regulations,  prescribes  procedure  with  deposits 
(par.  ISld  (5)  ;  paragraph  482,  M.  C.  M.,  describes  the  disposition 
of  effects  of  a  deceased  officer  or  soldier.     (See  A.  W.  112.) 

g.  In  the  exceptional  case  when  no  relative  or  next  of  kin  is  known 
the  articles  excepted  from  sale  (articles  valuable  as  keepsakes,  etc.) 


112  COMPANY  ADMINISTEATION. 

will  be  turned  over  to  the  salvage  officer  by  the  summary  court  to  be 
held  subject  to  the  claim  of  an  executor  or  administrator  of  the 
deceased.     (Ops.  J.  A.  G.,  220.871,  Dec.  18,  1918.) 

196.  Retirement. — a.  When  an  enlisted  man  in  the  Army  has  served 
actually  or  constructively  for  30  years  in  either  the  Army,  Navy,  or 
Marine  Corps,  or  in  all,  he  may  apply  to  The  Adjutant  General  of  the 
Army  for  retirement.  (Par.  134,  A.  R.)  The  letter  of  application, 
Form  No.  468,  A.  G.  O.  (par.  156),  will  be  forwarded  directly  by  the 
post,  camp,  or  station  commander.  Upon  the  approval  of  the  appli- 
cation the  soldier  will  be  transferred  to  the  retired  list  and  given 
transportation  iu  kind  and  commutation  of  rations  for  the  neoessaiy 
travel  to  his  home,  by  autliority  issued  in  War  Department  orders  ia 
each  case. 

6.  The  nature  of  the  service  essential  to  retirement  and  the  defini- 
tion of  double-time  service  is  contained  ia  paragraph  134,  Army  Regu- 
lations. Time  served  as  an  officer  of  the  National  Guard"  or  Reserve 
Corps,  in  active  service,  having  been  called  for  service  by  the  United 
States,  may  properly  be  counted  toward  retirement  of  a  soldier 
(par.  40i,  C.  of  O.,  1916  Supl.)  ;  also  time  served  as  an  officer  of  the 
Army  by  an  enlisted  man  discharged  for  this  purpose  (Bal.  22,  W.  D., 
1918). 

c.  Time  lost  by  absence  without  authority  will  not  be  regarded  as 
service  in  the  computation  of  service  requisite  for  retirement.  (Par. 
132,  A.  R.)  Time  spent  on  furlough  in  any  of  the  places  of  service 
counting  for  double-time  wiU  not  be  counted  double  in  computing 
service  requisite  for  retirement. 

d.  Upon  the  receipt  of  an  order  for  the  retirement  of  an  enlisted 
man,  the  following  Is  the  procedure,  the  date  of  receipt  of  the  order 
being  the  date  of  accomplishment  of  the  records : 

(1)  The  Individual  equipment  record  will  be  closed  for  forwarding 
with  the  service  record.     (Par.  127.) 

(2)  The  resulting  charges,  if  any,  will  be  entered  on  statement  of 
charges.     (Par.  160.) 

(3)  The  extract  from  service  record  will  be  prepared  and  trans- 
mitted to  the  personnel  adjutant  who  will  make  the  necessary  nota- 
tions on  pay  rolls  and  pay  card,  will  stamp  or  write  notation  on  the 
extract  from  service  record  to  that  effect  and  return  it  with  the  pay 
card  to  the  company,  where  it  will  be  filed  as  provided  in  the  case  of 
discharge.     ( Pars.  120  and  194d  ( 8 ) . ) 

(4)  The  service  record  with  final  Indorsement  will  be  prepared 
for  forwarding  to  The  Adjutant  General  of  the  Army.  (Par.  108a(4) ; 
pars.  135  and  138,  A.  E.) 

(5)  The  final  statement  will  be  prepared  In  duplicate,  closing  the 
soldier's  accounts  of  pay,  deposits,  and  all  allowances  other  than  for 
travel.     (Par.  181;  par.  135,  A.  R.) 

(6)  Notation  will  be  made  on  the  morning  report,  e.  g.,  "1st  Sgt 
iloore  duty  to  retired."     (Par.  14i7.) 

(7)  A  record  of  payment  of  retired  enlisted  man.  Form  No.  94, 
A.  G.  O.,  received  from  the  War  Department  with  the  order  for  retire- 
ment, will  be  prepared  and  forwarded  to  The  Adjutant  General  of  the 
Army  with  the  service  record.     ( Par.  135,  A.  R. ) 

(8)  Notation  will  be  made  on  the  duty  roster.     (Par.  31&.) 

e.  In  general,  the  following  differences  are  to  be  noted  In  the  usual 
procedure  for  separation  from  the  service : 


COMPANY  ADMIiaSTRATIOlT.  113 

(1)  The  final  statement  will  state  the  date  to  which  subsistence  has 
been  furnished,  and  whether  subsistence  while  traveling  to  his  home 
has  been  furnished  and  the  dates  therefor ;  the  last  rate  of  pay ;  his 
address  for  next  thirty  days  and  the  place  which  he  elects  as  his 
home. 

(2)  A  discharge  certificate  will  not  be  given,  but  the  soldier  will  be 
furnished  a  certificate  of  retirement  by  The  Adjutant  General  of  the 
Army  without  request.     (Par.  135,  A.  II.) 

(3)  A  retired  soldier  is  authorized  to  retain  one  uniform  of  outer 
clothing  for  four  months  after  retirement,  when  he  will  turn  it  In  to 
the  nearest  zone  supply  officer. 

t.  An  enlisted  man,  upon  retirement,  will  be  advised,  before  his 
departure  for  his  home,  of  the  requirements  of  paragraphs  136,  137, 
and  138,  Army  Regulations,  with  reference  to  continuing  require- 
ments during  retirement;  of  paragraph  1137,  Army  Regulations, 
which  authorizes  shipment  of  property;  of  paragraph  1241,  Army 
Regulations,  which  authorizes  sale  privileges;  of  paragraphs  1442- 
1444,  1460,  and  1474,  Army  Regulations,  concerning  hospital  privileges 
and  medical  attention.  He  will  also  be  advised  concerning  the  pay- 
ment of  Government  insurance  premiums  in  accordance  with  para- 
graph 74  (e)  and  {g),  Special  Regulations  No.  72,  and  Cir.  No.  498, 
W.  D.,  1919. 

197.  Desertion. — a.  Ordinarily  the  soldier  is  changed  from  a  status 
of  absence  without  leave  to  a  status  of  desertion,  when  the  company 
commander,  after  a  thorough  investigation,  believes  that  the  absentee 
does  not  Intend  to  return.     (Par.  132,  A.  R.) 

6.  The  procedure  Is  as  follows : 

(1)  Entry  will  be  made  on  the  morning  report,  e.  g.,  "  Fvt  Dawson 
AWOL  to  desertion."  (See  model  morning  report  entry  of  July  3; 
see  also  par,  14p.) 

(2)  Entries  will  be  made  in  the  service  record : 

(a)  The  date  of  beginning  of  absence  without  leave  made  in  pencil 
on  page  6  will  be  completed  in  ink.     (Par.  192c  (3).) 

(J>)  Under  "Remarks"  on  page  10  will  be  entered  the  date,  e.  g., 
"Dropped  as  a  deserter  Jul  3/18"  to  correspond  with  the  entry  on 
the  morning  report  (par.  14p). 

c.  The  soldier's  property,  collected  when  he  vrent  absent  without 
leave,  will  be  inventoried,  and  missing  articles  surveyed  (par.  142e 
(1) )  and  charged  on  Form  No.  602,  A.  G.  O.  (par.  160) .  His  individual 
equipment  record  will  be  closed  and  charges  involved  therein  will  be 
noted  on  the  extract  from  service  record,  together  with  a  complete 
statement  of  his  accounts.  (Par.  1196.)  The  individual  equipment 
record  will  be  forwarded  to  The  Adjutant  General  of  the  Army  with 
the  service  record.  The  extract  from  service  record  will  then  be  sent 
to  the  personnel  adjutant,  who  will  prepare  and  forward  the  report  of 
desertion.  Form  No.  631,  A.  G.  O.,  together  with  the  report  of  change 
incident  thereto.  The  extract  from  service  record,  with  the  personnel 
adjutant's  notation  written  or  stamped  thereon,  "  Noted  on  pay  card 
and  pay  roll,"  will  be  returned  to  the  company  vdth  the  pfty  card. 

d.  Upon  the  receipt  from  the  personnel  adjutant  of  the  deserter's 
pay  card  containing  the  additional  notations  resulting  from  the  action 
prescribed  in  subparagraph  c  above,  the  service  record  will  be  com- 

130207—19 8 


114  COMPANY  ADMINISTRATION. 

pleted.  The  extract  from  service  record,  Form  No.  29a,  A.  G.  O., 
will  be  completed  and  filed  in  lieu  of  the  service  record  (subpar.  e), 
directly  in  rear  of  the  last  service  record  (par.  120a),  where  it  will  be 
available  the  next  month  for  check  on  the  monthly  roster  y^hen  re- 
ceived from  the  personnel  adjutant.  After  this  check  is  made,  the  ex- 
tract from  service  record  will  be  filed  in  the  alphabetical  section  of 
the  permanent  file.     (Par.  215.) 

e.  The  service  record  will  be  forwarded  to  The  Adjutant  General 
of  the  Army,  using  the  next  blank  indorsement  (par.  108a (5)),  the 
entries  being  completed  as  in  paragraphs  103-116. 

/.  If  the  deserter  has  deposits  to  his  credit,  a  letter  will  be  sent  to 
the  Zone  Finance  Officer,  Washington,  D.  C,  advising  that  the  soldier, 
described  by  name,  grade,  Army  serial  number,  organization,  and 
station,  has  been  dropped  on  a  given  date  for  desertion.  (Par.  1361, 
A.  R.) 

g.  If  the  deserter  has  an  allotment  (par.  168a),  a  notice  of  dis- 
continuance of  allotment,  Q.  M.  C.  Form  No.  39,  will  be  prepared  and 
forwarded  by  the  company  commander  as  provided  in  paragraph  I69d. 
Additional  report  will  be  made  by  telegraph  or  cable  as  provided  in 
the  same  subparagraph  when  the  desertion  occurs  on  or  after  the 
twentieth  of  the  month.  The  fact  that  this  report  has  been  rendered, 
and  whether  by  wire  or  cable,  will  be  noted  under  "  Remarks "  on 
Form  No.  29a,  A.  G.  O. 

198.  Keturn  of  deserter  to  military  control. — a.  When  a  deserter 
surrenders  or  is  apprehended,  the  procedure  will  depend  upon  whether 
he  is  returned  to  military  control  (1)  at  the  station  of  his  company 
or  (2)  at  some  other  station. 

(1)  When  returned  to  control  at  the  station  of  his  company: 

(c)  The  soldier  will  be  taken  up  on  the  morning  report,  e.  g., 
"  Pvt  MacQn,  desertion  to  conf."  (Par.  14(/.)  No  change  in 
strength  for  rations  will  be  made  if  the  prisoner  is  not  messed 
with  his  company. 

{h)  A  copy  of  the  receipt  for  delivery  of  the  deserter,  or  of 
the  data  contained  thereon,  should  be  secured  for  file  in  the 
"  Reminder  "  on  the  date  when  the  service  record  should  be  re- 
ceived from  The  Adjutant  General's  Office  in  response  to  the 
notification  of  apprehension,  Form  No.  631,  A.  G.  O.,  sent  by  the 
personnel  adjutant.  Should  the  service  record  not  be  received  in 
due  time,  a  request  for  it  should  be  sent  directly  to  The  Adjutant 
General  of  the  Army. 

(c)  Entry  will  be  made  on  Form  No.  29a,  A.  G.  O.  (pars.  119 
and  120),  e.  g.,  "Apprehended  by  civil  authorities  at  Baltimore, 
Md,  Jul  1/19,  and  delivered  to  military  control  at  Camp  Brady, 
Md,  Jul  4/19,  by  Police  Detective  A.  B.  Smith,"  the  data  being 
Identical  with  that  on  the  copy  of  the  receipt  for  delivery.  The 
extract  from  service  record  will  be  sent  to  the  personnel  adjutant 
for  his  stamped  or  written  notation  of  entrj"^  on  pay  roll,  and  upon 
Its  return  it  will  be  filed  in  the  service  record  tray  pending 
receipt  of  the  service  record. 

(d)  Upon  the  receipt  of  the  service  record,  additional  data 
accumulated  on  the  retained  extract  from  service  record  will  be 
transcribed  on  the  service  record,  which  will  be  filed  in  its 
original  place.  The  extract  from  service  record  may  then  be 
destroyed. 


COMPANY  ADMINISTRATION.  115 

(e)  Cliurges  will   be  prepared  at  once   agaiust   the   deserter. 
(Par.  159;  pars.   120  and  124,  A.   R.)      Pending  receipt  of  the 
service  record  all  available  data  will  be  taken  from  the  extract 
from  service  record.    The  charges  as  so  prepared  will   render 
possible  the  assembliug  of  testimony  to  be  adduced  aud  the  im- 
mediate completion  of  the  charges  upon  receipt  of  the  service 
record  containing  the  hitherto  missing  data  as  to  age  at  enlist- 
ment, prior  service,  record  of  previous  convictions,  etc.     (A.  W. 
28,  29,  58,  and  70;  pars.  77  and  284  and  p.  168,  M.  C.  M.) 
(2)  When  the  deserter  is  returned  to  military  custody  at  a  station 
other  than  that  of  his  company,  the  company  commander  will  be  ap- 
prised of  the  fact  by  a  notification  giving  all  pertinent  information 
from  the  station  where  the  deserter  is  held.    The  procedure  will  be 
as  follows : 

(a)  The  deserter  will  be  taken  up  on  the  morning  report  (par. 
14g),  e.  g.,  "Pvt  Macon,  desertion  to  conf  at  Jefferson  Bks,  Mo, 
Jul  12/19,"  giving  the  date  when  actually  confined. 

(&)  The  extract  from  service  record  filed  when  the  deserter's 
status  was  first  determined  will  be  completed  as  provided  in  sub- 
paragraph (1)  (c)  and  sent  by  the  company  commander  to  the 
personnel  adjutant,  who  will  return  it  with  the  notation  stamped 
or  written  thereon,  "  Noted  on  pay  roll." 

(c)  Charges  will  be  prepared  at  the  station  of  the  company 
from  which  the  soldier  deserted,  as  in  subparagraph  o(l)(e), 
and  forwarded  at  once  to  the  station  where  the  deserter  is  held^ 
where  missing  data  will  be  entered  upon  receipt  there  of  the 
service  record  from  The  Adjutant  General  of  the  Army.     Addi- 
tional notation  will  be  made  on  the  service  record  when  received, 
bringing  it  up  to  date, 
f*.  The  sentence  having  been  published,  the  court-martial  order,  with 
the  extract  from  service  record  involved  by  the  execution  of  sentence,, 
will  be  sent  to  the  company,  where  notation  will  be  made  on  the 
morning  report  (par.  14o),  as  follows: 

(1)  When  sentence  involves  dishonorable  discharge  and  confine- 
ment, the  entry  will  be,  for  instance,  "  Pvt  Macou,  absent  in  conf  to 
dlsch  Jul  15/19."  In  this  case  the  procedure  is  as  for  any  other  dis- 
charged soldier,  the  dishonorable  discharge  certificate  being  prepared 
at  the  station  where  the  deserter  is  confined.  The  service  record  must 
be  returned  to  The  Adjutant  General  of  the  Army  by  final  indorse- 
ment.    (Par.  108a.) 

(2)  When  sentence  Involves  dishonorable  discharge  and  confine- 
ment, the  former  being  suspended,  the  entry  will  be,  for  instance, 
"  Pvt  Macon,  absent  in  conf  to  transf  to  USDB,  Ft  Leavenworth,  Ka 
(or  to  Jefferson  Bks,  Mo)."  The  service  record  must  be  sent  to  the 
station  whereat  the  prisoner  is  confined  (par.  54,  C.  of  O.,  1916  Supl.) 
and  the  soldier  will  be  dropped  from  the  records  of  the  company. 

(3)  If  the  soldier  has  been  tried  at  the  station  of  his  company,  the 
entry  will  be,  for  instance,  "  Pvt  Macon,  conf  to  disch "  or  "  Pvt 
Macon,  conf  to  transf  to  U!SDB,  Ft  Leavenworth,  Ks  ",  or,  if  he  be  sen- 
tenced to  discharge  and  confinement  at  the  station  of  his  company, 
the  discharge  being  suspended,  the  morning  report  will  show  no 
change,  the  man  being  continued  on  the  company  records  until  the  dis- 
charge is  effected. 


116  COMPANY  ADMINISTRATION. 

(4)  In  every  case  of  conviction  for  desertion,  the  pertinent  entry- 
will  be  made  on  the  service  record. 

(5)  If  the  soldier  is  acquitted,  the  service  record  will  bo  returned 
to  the  company  and  the  extract  from  service  record,  properly  an- 
notated, will  be  sent  to  the  personnel  adjutant  for  his  action.  The 
morning  report  entry  will  be,  for  instance,  "  Pvt  Macon,  conf  (or  ab- 
sent in  conf)  to  duty  (or  DS)."  The  soldier's  accounts  will  be 
reopened  and  clothing  and  equipment  reissued.  Ordinarily  there  will 
have  been  no  Issue  of  clothing  through  the  company  to  the  deserter, 
pending  disposition  of  his  case,  he  being  required  to  wear  the  clothing 
In  which  he  was  apprehended  unless  its  replacement  be  imperative. 
(Par,  129,  A.  R.) 


Section  X. 
THE  COMPANY  FIELD  DESK. 


Paragraph. 

Use  of  field  desk  prescribed 199 

Company  field  desk  A 200 

Company  field  desk  B 201 

Filing  cards 202 

Service  record   trny 203 

Miscellaneons   record   tray 204 

The    "  Reminder  " 205 

Memoranda 206 

Clothing 207 

Public  animals 208 

Correspondence  book   and  document  file 209 

Company    council    book 210 

Property  records 211 

Individual   equipment  records 212 

Five-year    file   section 213 

Target  record 214 

Permanent  file 215 

Regulations,  etc 216 

Blank  forms 217 

Stationery 218 

Packing  the  desk 219 


199.  Use  of  the  field  desk  prescribed. — a.  Except  when  a  special 
field  desk  is  prescribed  for  a  staff  corps  or  department,  the  company 
field  desk,  small,  prescribed  in  equipment  tables  (see  Manual  for 
the  Quartermaster  Corps,  Vol.  II,  Appendix,  p.  269),  will  be  used  in 
all  companies,  troops,  batteries,  and  detachments,  in  accordance  with 
the  methods  prescribed  in  these  regulations,  to  the  exclusion  of  all 
other  containers  for  records.  Two  field  desks,  small,  are  issued  to 
each  company  (Cir.  No.  377,  W.  D.,  1919).  For  convenience  the  two 
desks  are  hereinafter  referred  to  as  the  company  field  desk  A  and 
the  company  field  desk  B. 

ft.  The  service  records  (par.  203)  and  miscellaneous  records  (par. 
204)  will  be  kept  habitually  in  their  respective  trays  in  the  field  desk 
A.  The  trays  may  be  removed  from  the  desk  temporarily  to  facilitate 
work  upon  records,  but  upon  completion  of  work  the  trays  will  be  re- 
turned to  the  desk.  The  other  contents  of  the  field  desk  A,  as  pro- 
vided for  and  described  in  this  section,  will  be  kept  in  the  desk  at  all 
times,  both  in  garrison  and  in  the  field.  The  five-year  file  and  the 
permanent  file  will  be  kept  in  their  respective  trays  in  the  field 
desk  B. 

200.  Company  field  desk  A. — a.  The  company  field  desk  A  is  a 
part  of  equipment  A  (Cir.  No.  377,  W.  D.,  1919)  and  will  accompany 
the  organization  on  all  changes  of  station  and  in  the  field. 

117 


118  COMPANY  ADMINISTRATION. 

6.  When  equipped  for  the  field,  the  desk  will  contain  the  necessary 
office  supplies  (par.  218)  and  blank  forms  for  a  period  of  three 
months,  and  the  records  and  incidentals  essential  to  the  administra- 
tion of  the  company  in  the  field. 

c.  The  lid  section  provides  space  for  the  loose-leaf  binder  containing 
the  individual  equipment  records  with  a  supply  of  Form  No.  637, 
A.  G.  O. ;  the  blank  forms  the  disposition  of  which  is  not  otherwise 
prescribed ;  and  the  regulations  to  be  carried. 

d.  The  bottom  section  packed  for  the  field  will  contain  the  service 
record  tray  and  the  miscellaneous  record  tray.  These  trays  will  con- 
tain that  part  of  the  live  file  which  must  be  accessible  in  the  field. 

201.  Company  field  desk  B. — a.  Company  field  desk  B  is  part  of 
equipment  B  (Cir.  No.  377,  'W.  D.,  1919),  but  will  be  permanently 
issued  to  and  retained  by  the  company.  Upon  change  of  station  from 
one  post  or  camp  or  station  of  a  relatively  permanent  nature  to  an- 
other post  or  to  a  camp  or  station  of  a  relatively  permanent  nature, 
the  desk  will  be  transported  as  freight.  When  the  company  takes  the 
field,  the  desk  and  the  records  therein  contained  will  be  stored  at  the 
last  permanent  station  of  the  company,  at  a  mobilization  or  concen- 
tration camp,  or  such  other  place  as  may  be  designated  by  the  division 
or  department  commander  or  higher  authority. 

6.  The  field  desk  B  will  contain  the  five-year  file  (par.  213)  and  the 
permanent  file  (par.  21.5),  one  tray  for  each  file,  and  such  other  books 
and  manuals  as  are  authorized  to  be  carried  and  for  which  space  is 
available  in  the  desk  (par.  3  and  par.  216). 

202.  Filing  cards. — The  filing  equipment  furnished  for  use  in  com- 
pany field  desks  consists  of: 

a.  For  use  in  the  field  desk  A — 

(1)  Twelve  mouth  cards  (yellow)  and  31  date  cards  (pink) 
for  use  as  a  "Reminder"  (par.  205). 

(2)  Four  cards  headed  respectively  "  Noncommissioned  oflScers," 
"  Mechanics,"  "  Privates,  first  class,"  and  "  Privates,"  for  use  in 
the  service-record  tray   (par.  203). 

(3)  Three  cards  (pink)  headed  respectively  "Clothing," 
"  Horses,"  and  "  Memoranda ,"  for  use  in  the  miscellaneous  record 
tray   (par.  204). 

6.  For  use  in  the  field  desk  B — 

(1)  Twenty-five  alphabetical  cards  (blue)  ;  one  card  headed 
"  Returns,"  for  use  in  the  permanent  file  (par.  215). 

(2)  Six  cards  (pink)  headed  respectively  "Target  record", 
"  First  j'ear  ",  "  Second  year  ",  "  Third  year  ",  "  Fourth  year  ", 
and  "Fifth  year,  for  use  in  the  five-year  file  (par.  213  and  par. 
214). 

203.  Seryice  record  tray. — a.  The  service  record  tray  will  contain 
the  service  records  of  the  men  of  the  company  subdivided  uudei*  four 
heads  in  roster  order  by  the  guide  cards  "  Noncommissioned  officers," 
"Mechanics,"  "Privates,  first  class,"  and  "Privates." 

6.  Service  records  will  be  filed  in  the  tray  as  follows:  In  front  of 
the  guide  card  "  Noncommissioned  ofiicers  "  will  be  filed  the  service 
records  of  the  noncommissioned  officers  of  the  compnny  in  each  grade, 
the  records  being  filed  in  the  order  of  the  date  of  warrant ;  following 
the  noncommissioned  officers  and  in  front  of  the  guide  card  "  Me- 
chanics "  will  be  filed  the  service  records  of  the  cooks,  mechanics, 
and  buglers,  in  alphabetical  order  In  each  grade ;  following  this  group 


COMPANY  ADMINISTRATION.  119 

and  in  front  of  guide  card  "  Private,  first  class  "  will  be  filed  the  serv- 
ice records  of  the  privates,  first  class,  in  alphabetical  order ;  following 
this  group  and  iu  front  of  the  guide  card  "  Privates "  will  be  filed 
the  service  x-ecords  of  the  privates  in  alphabetical  order.  (Pars.  118 
and  120.) 

204.  Miscellaneoas  record  tray. — ^The  miscellaneous  record  tray 
will  contain  the  "  Reminder,"  and  the  sections  designated  by  the  liead- 
Ings,  "  Memoranda,"  "  Clothing,"  and  "  Horses,"  in  that  order,  fol- 
lowed by  the  current  correspondence  book  with  document  file,  and 
current  company  council  book  with  vouchers.     (Pars.  206-210.) 

205.  The  "Reminder." — ^The  "Reminder"  will  consist  of  the 
month  cards  and  date  cards,  which  are  placed  in  chronological  order 
in  the  front  of  the  miscellaneous  tray,  the  month  cards  being  in  rear 
of  date  cards. 

a.  The  date  cards  will  be  rotated  as  follows:  On  the  morning  of 
January  2,  the  date  card  "  1 "  will  be  i>laced  in  rear  of  month  card 
for  "  January  "  and  in  front  of  and  next  to  the  month  card  "  Febru- 
ary," the  procedure  being  followed  daily  with  the  remaining  date 
cards  for  the  month  in  order,  so  that  following  the  31st  of  January 
the  date,  card  31  will  uncover  the  January  card.  The  former  wlU 
be  filed  in  rear  of  date  card  30  and  in  front  of  month  card  "  February," 
and  the  January  card  will  be  filed  in  rear  of  month  card  "  De- 
cember," leaving  the  "  Reminder  "  for  the  month  of  February  set  up 
In  normal  order  with  the  blank  daily  report  books  for  the  month 
presented  for  use. 

b.  In  setting  up  the  "Reminder,"  the  morning  report  (par.  22), 
daily  sick  report  (par.  27),  and  duty  roster  (par.  33),  for  the  cur- 
rent mouth  will  be  filed  in  the  front  of  the  "  Reminder  "  section ;  and 
supplies  of  these  blanks  for  the  enstiing  quarter  will  be  filed  in  similar 
sets  ill  front  of  the  next  three  month  cards.  A  complete  set  of  these 
blank  forms  wiU  be  obtained  by  each  company  from  the  adjutant  on 
the  first  of  each  month  so  that  the  desk  will  always  have  a  quarterly 
supply  of  reports  and  blank  forms  on  hand. 

c.  Blank  forms  for  requisitions,  special  reports,  and  returns,  nor- 
mally rendered  on  a  specific  date,  will  be  filed  in  front  of  the  date 
card  of  the  day  on  which  preparation  is  to  be  effected. 

d.  A  complete  set  of  reminder  slips  for  use  in  the  "  Reminder " 
should  be  prepared.  These  slips  should  anticipate  all  the  items  of 
administration  in  the  company  in  time  for  their  accomplishment  and 
should  be  prepared  of  size  3J  by  8  inches.  An  example  of  such 
"  Reminder  "  slips  follows : 

Reminder.  Articles  1,  2,  and  29,  54  to  96,  inclu.slve,  and  104  to  109,  in- 
clusive, will  be  read  and  explained  to  every  soldier  at  tbe  time 

Jan.  1st.  of  his  enlistment  or  muster  In,  or  within  six  days  thereafter,  and 
will  be  read  and  explained  once  every  six  months  to  soldiers 
of  every  garrison,  regiment,  or  company  In  the  service  of  the 

Jul.  1st.  United  States.     (110  A.  W.)     The  articles  of  war  are  published 

In  the  Manual  for  Courts-Martial,  page  305. 


Mar.  25th. 


Select  a  noncommissioned  oflBcer  of  the  company  to  act  as  a 
Jun.  25th.  member  of  a  subcommittee  of  noncommissioned  ofQcers  to  carry 
out  the  provisions  of  Post  Exchange  Regulations.  (Page  15, 
Sep.  25th.       S.  R.  No.  59.) 

A  call  should  come  from  post  or  regimental  headquarters  for 
Dec.  25th.       the  name  on  the  last  of  the  month. 


UO  COMPANY  ADMINISTRATION. 

e.  The  "  Reminder "  will  also  be  used  as  a  live  file  for  papers 
destined  for  the  five-year  tile  or  permanent  file,  but  whose  disposition 
in  these  files  is  to  be  postponed  until  the  papers  cease  to  be  of  current 
import.  Such  papers  should  be  filed  in  front  of  the  index  card  of  the 
month  in  which  they  are  filed,  and  moved  to  the  back  of  the 
"  Reminder  "  with  it.  When  the  card  next  appears  a  year  later  the 
papers  filed  with  it  will  be  placed  in  the  permanent  file;  or  in  the  first 
year  section  of  the  five-year  file  until  the  1st  of  January,  when  they 
will  pass  into  the  second  year  section.  If  it  is  desirable  that  a  paper 
be  retained  in  the  "  Reminder  "  for  a  lesser  period,  it  should  be  filed 
with  the  card  for  the  month  when  its  disposition  in  the  five-year  or 
permanent  file  is  desired.  It  will  be  seen  from  the  above  that  the 
live  file  in  the  "  Reminder  "  is  supplemented  in  the  case  of  papers 
for  the  five-year  file  by  the  first-year  section  of  that  file,  in  which 
papers  remain  from  the  time  they  leave  the  "  Reminder  "  until  the 
succeeding  1st  of  January.     (Pars.  22,  27,  33,  36,  49,  and  100.) 

206.  Memoranda. — In  front  of  the  guide  card  "  Memoranda  "  will 
be  filed  memoranda,  the  filing  of  which  is  not  directed  elsewhere. 

207.  Clothing. — In  front  of  the  guide  card  "Clothing"  will  be 
filed  the  retained  requisitions  for  clothing  (P.  &  S.  Form  No.  160), 
and  individual  clothing  slips  (Q.  M.  C.  Form  No.  165).  These  will  be 
filed  until  checked  by  the  auditor,  when  they  may  be  destroyed.  (Par. 
75.) 

208.  Public  animals. — In  front  of  the  guide  card  "  Horses  "  will  be 
filed  the  descriptive  cards  of  public  animals  (Form  No.  277,  A.  G.  O.) 
pertaining  to  the  organization.  (Par.  77.)  If  no  use  for  this  file 
is  anticipated  it  may  be  replaced  by  other  matter.  (Accountability 
for  such  animals  as  are  furnished  to  organizations  not  mounted  by 
the  supply  company  (T.  of  O.)  will  remain  with  the  supply  company, 
which  ordinarily  retains  the  descriptive  cards  of  the  animals.) 

209.  Correspondence  book  and  document  file.— ki.  The  current 
correspondence  book,  and  such  part  of  the  document  file  as  will  be 
taken  when  the  company  goes  into  the  field,  will  be  filed  behind  the 
above  items  in  the  miscellaneous  tray.  The  closed  correspondence 
books  and  their  corresponding  document  files  will  be  filed  in  the 
"  permanent  file  "  when  they  have  ceased  to  be  of  current  interest  or 
importance.     (Pars.  82  and  86.) 

6.  Before  the  yearly  transfer  to  the  permanent  file  all  documents 
will  be  carefully  examined  and  papers  which  have  become  obsolete  or 
without  permanent  value  may  be  destroyed.  This  elimination  will  be 
made  by  the  company  commander  in  person,  who  will  check  the  corre- 
spondence book  to  which  the  documents  pertain,  striking  out  the 
word  "  Doc  "  in  each  case  and  inserting  the  date  and  his  initial,  e.  g., 
"  1/2/19,  A.  B.  C.  "     (Par.  85.) 

210.  Company  council  book. — a.  The  company  council  book,  with 
current  vouchers,  will  be  filed  behind  the  correspondence  book  In  the 
miscellaneous  tray.  The  closed  company  council  books  will  be  filed 
in  the  five-year  file.     (Pars.  96  and  213.) 

h.  When  the  company  takes  the  field  the  last  closed  company  council 
book  and  correspondence  book,  with  its  document  file,  may  be  taken 
In  the  miscellaneous  tray  if  desired. 

211.  Property  records. — The  property  lean  record,  with  Its  accom- 
panying vouchers,  i.  e.,  shipping  tickets,  receiving  reports,  statements 
of  charges,  reports  of  survey,  and  inventory  and  inspection  reports, 


COMPANY  ADMINISTRATION.  181 

will  be  filed  In  the  lower  left  section  of  the  top  of  the  field  desk,  to- 
gether with  a  supply  of  each  of  those  blanks.     (Par.  70.) 

212.  IndiTldaal  equipment  record. — The  individual  equipment 
record  (Form  No.  637,  A.  G.  O.)  will  be  filed  In  the  loose-leaf  binder 
provided  for  the  purpose.  This  binder  with  its  contents  will  he  kept 
in  the  right  upper  section  of  the  top  of  the  Ji(Hd  desk.  Blank  forms 
for  these  records  will  be  placed  in  the  binder  behind  the  current 
records.     (Par.  130.) 

218.  Five-year  flle  section.— a.  The  division  cards  for  this  file 
consist  of  the  "first  year,"  "second  year,"  "third  year,"  "fourth 
year,"  and  "fifth  year"  cards,  devised  to  separate  the  papers  to  be 
retained  for  five  years. 

&•  All  papers  destined  for  file  In  the  five-year  file,  Including  sick 
reports,  company  range  practice  records,  and  company  council  books, 
when  withdrawn  from  the  live  file  (par.  2<i.')c),  will  be  filed  in  front 
of  the  guide  card  "  first  year."  The  "  target  record  "  card  follows  the 
fifth  year  section. 

c.  On  January  1  of  each  year  the  first-year  card  will  be  moved  to 
the  front  of  the  five-year  file,  being  replaced  by  the  second-year 
card.  The  other  year  cards  will  be  moved  forward :  third  in  place  of 
second,  fourth  in  place  of  third,  fifth  in  place  of  fourth ;  so  that  on 
each  January  1  after  the  fifth  year  of  filing,  the  year's  discard  will 
be  found  in  rear  of  the  fifth  year  card.  The  papers  in  rear  of  the 
fifth  year  card  will  be  removed  and  destroyed.  In  this  manner  all 
dead  records  will  be  automatically  worked  from  the  file  (par.  281, 
A.  R.),  and  the  first  year  card  vfIII  be  In  place  to  receive  the  papers 
to  he  filed  during  the  ensuing  year. 

214.  Target  record. — In  front  of  the  guide  card  "target  record" 
In  the  five-year  file  tray  wall  be  filed  such  individual  records  of  com- 
pany target  practice  as  are  prescribed  in  paragraph  101.  When  a 
soldier  leaves  the  company  permanently  or  at  the  expiration  of  his 
enlistment  his  retained  individual  target  records  will  be  given  to  him. 
The  compiled  records  and  reports  of  the  company  range  practice  for 
the  current  year  will  be  filed  in  the  "  Reminder  "  until  the  next  prac- 
tice, when  they  will  be  filed  in  the  first"year  section  of  the  five-year 
file.     (Par.  102&.) 

215.  The  permanent  file. — a.  In  the  permanent  file  will  be  filed — 

(1)  The  extracts  from  service  records  (Form  No.  29a,  A.  G.  O.). 

(2)  The  closed  morning  reports  (Form  No.  332,  A.  G.  O.),  monthly 
roster  of  troops  (Form  No.  703,  A.  G.  O.),  and,  if  rendered,  company 
returns  (Form  No.  30,  A.  G.  O.). 

(3)  All  company  orders,  and  documents  of  permanent  nature  but 
not  of  current  importance. 

(4)  Completed  correspondence  books  with  their  i-espective  document 
files. 

b.  The  extracts  from  service  records  will  be  transferred  from  the 
individual  record  tray  to  the  alphabetical  section  of  the  permanent 
file  as  directed  in  paragraph  120o. 

c.  The  closed  morning  reports  and  company  returns  will  be  trans- 
ferred from  the  "  Reminder  "  section  of  the  live  file  to  the  permanent 
flle  one  year  from  date  on  which  closed.  They  will  be  filed  in  the  per- 
manent file  in  chronological  order  in  front  of  the  guide  card  "  Returns  " 
In  rear  of  the  alphabetical  section.     (Pars.  22  and  49.) 


122  COMPANY  ADMINISTRATION. 

216.  Begalations,  etc. — a.  Army  Regulations,  Extracts  from  Gen- 
eral Orders  and  Bulletins,  and  Special  Regulations  No.  40,  No.  56,  No. 
57,  No.  58,  No.  72,  No,  77,  and  Cirs.  No.  377  (amended)  and  No.  498, 
W.  D.,  1919,  will  be  carried  in  the  lower  right  section  of  the  top  of 
field  desk  A.  It  is  not  contemplated  that  other  books  and  manuaLs 
will  be  carried  in  this  desk;  they  should  be  carried  in  field  desk  B 
as  provided  in  paragraph  201. 

217.  Blank  forms. — o.  Companies  will  procure  their  supply  of  blank 
forms  from  regimental  or  post  headquarters. 

b.  A  three  montlis'  supply  will  be  kept  in  the  company  field  desk 
A  at  all  times.  Company  commanders  will  make  monthly  informal 
requests  for  blank  forms  required  to  replace  those  used  from  their 
three  months'  supply. 

0.  The  blank  forms  carried  in  the  company  field  desk  A  will  be  filed 
In  the  upper  section  and  in  the  two  record  trays  as  follows : 

(1)  In  the  service  record  tray: 

6  extract  from  service  records  (Form  No.  29a,  A.  G.  O.),  filed 
In  rear  of  guide  card  "  Privates." 

6  service  records  (Form  No.  29,  A.  G.  O.),  filed  in  rear  of  the 
blank  extract  from  service  records. 

(2)  In  the  miscellaneous  record  tray: 

4  morning  reports  (Form  No.  332,  A.  G.  O.). 

4  sick  reports  (Form  No.  339,  A.  G.  O.). 

4  duty  rosters  (J''orm  No.  342,  A.  G.  O.). 

One  each  of  these  three  forms  for  use  during  the  current 
month  are  filed  in  front  of  the  current  date  card.  One  set  is  filed 
in  front  of  the  cards  for  the  three  months  next  succeeding  the 
current  month. 

20  individual  clothing  slips  (Q.  M.  C.  Form  No.  165),  filed  in 
front  of  and  next  to  guide  card  "Clothing."  (If  the  4i  x  10| 
forms  are  used,  they  will  be  kept  in  the  top  of  the  field  desk.) 

(3)  In  the  top  of  the  field  desk : 

6  property  loan  records  (P.  &  S.  Form  No.  263B). 

6  requisitions  (P.  &  S.  Form  No.  160,  in  duplicate). 

6  receiving  reports  (P.  &  S.  Form  No.  257,  in  triplicate). 

6  shipping  tickets  (P.  &  S.  Form  No.  200,  in  duplicate). 

6  advices  of  soldier's  allotment  (Q.  M.  C.  Form  No.  8a). 

10  charge  sheets  (Form  No.  594,  A.  G  .0.). 

6  notices  of  discontinuance  of  soldier's  allotment  (Q.  M.  C.  Form 
No.  39). 

6  inventories  of  effects  (Form  No.  34,  A.  G.  O.). 

6  reports  of  survey  (Form  No.  196,  A.  G.  O.). 

10  soldier's  allotments  (Q.  M.  C.  Form  No.  38). 

6  statements  of  charges  (Form  No.  602,  A.  G.  O.). 

6  reports  of  change  (Forms  No.  647a  and  648a,  A.  G.  O.). 

6  company  returns  (Forms  No.  30,  A.  G.  O.). 

6  rosters  of  troops  (Form  No.  703,  A.  G.  O.). 

These  forms  will  be  filed  in  the  left  lower  section  of  the  top  of 
the  field  desk. 

(4)  In  the  back  of  the  loose-leaf  binder,  in  addition  to  current  indi- 
vidual equipment  records,  will  be  filed : 

10  blank  individual  equipment  records  (Form  No.  637,  A.  G.  O.). 
The  blank  forms  are  filed  in  rear  of  the  current  records  in  the 
loose-leaf  binder  in  the  lid  section  of  the  desk.     (Par.  212.) 


COMPANY  ADMINISTRATION.  128 

218.  Stationery. — The  following  supply  of  stationery  will  be  car- 
ried in  the  field  desk  wherever  space  is  afforded: 

4  blocks,  memo  or  scratch  note, 

1  book,  duplicating,  letter  size, 

2  quires,  letter  paper,  typewriter, 
24  envelopes,  official, 

1  gross  bands,  rubber,  No,  18, 

1  eraser,  rubber,  ink  and  pencil, 

1  eraser,  steel, 

1  box  fasteners,  paper, 

1  tin  ink,  black  tablets, 

1  tin  ink,  red  tablets, 

1  tube  paste, 

4  pencils,  indelible, 

2  pencils,  lead, 

1  pencil,  colored  (blue  and  red), 

2  penholders, 
12  pens,  steel, 

1  cone  pins,  office, 

1  ruler,  office,  12-inch, 

6  blotters  (4  by  9 J  inch), 

1  blotter  (12  by  19  inch). 
(Cut  1  inch  from  the  ends  of  the  4  by  9i  inch  blotters  and  file  five 
of  them  in  rear  of  the  date  cards  transferred  from  the  current  month 
to  rear  of  the  month  card  and  in  front  of  the  month  card  of  coming 
month,  where  they  will  serve  as  a  division  between  the  two  months. 
File  the  blotter  in  use  with  the  daily  reports  in  front  of  the 
"  Reminder."  Fasten  a  12  by  19  inch  blotter  to  the  lapboard  with 
thumb  tacks.) 

219.  Packing  the  desk.— o.  To  pack  the  records  for  moving,  re- 
move the  loose  block  from  the  front  of  the  tray,  move  the  records 
forward  against  the  front  of  the  tray,  loosen  the  thumbscrews  of  the 
compressor  block  at  the  rear  of  the  records,  move  the  block  forward, 
compressing  the  record  between  the  compressor  block  and  the  front  of 
the  tray  (not  too  tightly),  invert  the  front  block  and  press  it  (wedge- 
like) between  the  compressor  block  and  the  records.  The  records  are 
then  snugly  packed  to  prevent  them  from  being  dislodged  and  injured 
when  the  desk  is  handled. 

6.  Having  compressed  the  records  in  the  trays,  turn  the  trays  end 
for  end  in  the  desk,  so  that  the  weight  of  the  records  will  not  rest 
against  the  compressor  block. 

c.  Having  compressed  the  records  and  inverted  the  trays,  place  the 
lapboard,  blotter  side  down,  over  the  trays  to  protect  the  contents  of 
the  tray  and  serve  as  a  buffer  between  the  trays  and  the  hinged  lid 
of  the  top  of  the  desk.  When  the  desk  is  packed  care  will  be  taken  to 
place  the  lapboard  in  position  before  closing  the  desk,  because  its 
omission  may  cause  the  hinged  lid  to  break  loose,  since  it  is  not 
Intended  to  bear  the  weight  of  the  records  carried  in  the  desk. 


INDEX. 


A. 
Abbreviations:  Paragraph  No. 

Use  of,  in  preparing  records,  reports,  returns,  etc 4,1946 

For  duty  roster 31c 

Absence  with  leave: 

How  noted  on  company  morning  report 14 

Records  and  forms  involved  In  case  of 1836  (13)  and  (14) 

ISeeaUo  "Leave  of  absence"  and  "Furlough.") 
Absence  without  leave: 
Notation  of— 

On  company  morning  report 192a,  1411; 

On  duty  roster 1926 

On  service  record 192c 

Clothing  and  equipment  left  in  camp  or  quarters  by  soldier 192d 

Preparation  of  charges  In  cases  not  amenable  to  company  discipline 192« 

Notation  on  finalstatement  in  case  of  retention  of  soldier  in  service  on  account  of ISlg 

Records  and  forms  Involved  in  case  of 1836  (15) 

Account,  company  fund.    {See  "Company  fund  account.") 

Additional  sheets  for  company  morning  report 20 

Additional  space  for  entries: 

On  service  record 112 

On  inventory  of  effects 138<J 

Advice  of  soldiers'  deposits: 

Form  for 167 

Preparation  and  disposition 586, 167o 

To  mclude  only  deposits  with  one  quartermaster  on  a  given  date 1676 

Comparison  of  entries  on  with  deposit  books 5SJ,  I6"c 

Allotments  of  enlisted  men: 

Notation  on  service  record  of  change  or  discontinuance 116 

Form  for 168 

By  whom  made 168o 

Renewal  of  discontinue<l .^.^.vc*.'t,., 16S& 

May  not  be  made  to  enemy  aliens , ,.. . , 16Sc 

Form  prepared  in  duplicate 168d 

Verification  by  company  commander 168« 

Notation  on  service  record 168/ 

Disposition  of  form 168^ 

Allotments  of  enlisted  men,  discontinuance  of: 

Form  for 169 

Request  not  necessary  when  allotment  Is  to  run  for  full  period  for  which  granted 169o 

Circumstances  under  which  discontinued 1696 

Single  copy  only  of  form  prepared 169c  (1) 

Notification  from  zone  finance  officer,  Washington,  D .  C 169c  (2) 

Stoppage  of  pay  pending  receipt  of  notification  from  zone  finance  officer 169c  (3) 

Notation  on  service  record 169c  (4) 

In  case  of  death,  discharge,  furlough  to  reserve,  retirement,  or  desertion iSOd 

Notification  to  zone  finance  ofEcor,  Washington,  D.  C 169d  (1) 

Cases  occurring  within  continental  limits  of  United  States IGOd  (2) 

Cases  occurring  without  continental  limits  of  United  States 169d  (3) 

Erroneous  payments  on  account  of  failure  to  report 169« 

Animals,  descriptive  card  of  public.    (See  "  Descriptive  card  of  public  animals.") 
Annual  report  of  individual  classification  in  pistol  practice.    {See  "  Report  of  Indivldu? 

classification  in  pistol  practice.") 
Annual  report  of  individual  classification  in  rifle  practice.    (See  "Report  of  Individual 
classification  in  rifle  practice.") 

125 


126  INDEX. 

Application  for  rotirement.    (See  "Rotiremout  of  enlisted  men.")  Paragraph  No. 

Application  and  coordination,  purpose  of  section  dealing  with 182 

Appointment,  promotion,  and  reduction  of  noncommissioned  officers.    (See  "Noncom- 
missioned officers.") 
Arrest  and  confinement: 
Notation  of— 

On  morning  report 14ft,  189 

On  duty  roster 29o,  189 

Service  record 189 

Clothing  and  equipment  of  soldier  confined 1896  (2) 

Records  and  forms  involved  in  cose  of 18.% 

In  hands  of  civil  authorities 189d! 

Assignment: 

Notation  of— 

On  momingreport 14 

On  service  record 185a,  185c 

On  duty  roster 18,5c  (3),  316 

Gains  by 185 

Clothing  and  equipment  of  soldier 185c  (4) 

Identification  tag  of  soldier 185c  (5) 

Attached  officers  and  enlisted  men: 
How  accounted  for— 

On  company  and  headquarters  company  morning  report 12, 14jn 

On  company  return 41 

For  target  practice — 

Record  of  known-distance  rifle  practice 1446 

Record  of  pistol  practice 1456 

Authentication: 

Of  company  morning  report — 

By  company  commander 15a  and  6 

By  personal  adjutant 15c  and  e 

LegibiUty  of ISd 

Of  company  sick  report — 

By  company  officer  and  medical  officer 28 

Erasures  on 26 

Of  erasures- 
Company  council  book 92d 

On  company  sick  report 25 

B. 

Badges,  campaign.    (See  Service  medals.) 

Bank: 

Procedure  in  transferring  company  fund  deposited  in 93<i 

Statement  secured  when  company  fund  transferred 93/ 

Company  fund  deposited  in 94 

Basic  allowances.    {See  Tables  of  basic  allowances.) 

Blank  forms  (list  of,  in  numerical  sequence,  on  puge  60): 

Purpose  of  section  relative  to 131 

A.  Q.  O.  forms 131-166 

Q.  M.  C,  P.  &  S.,  W.  D.,andl.  G.  D.  forms 167-181 

Carried  in  company  field  desk 2176  and  c 

Filed  in  "Reminder" 205c 

Procurement  of 217o 

Book: 

Correspondence.    {See  "Correspondence  book.") 
Company  council.    {See  "Company  council  book.") 
Soldier's  depo'ilt.    {See  "Deposit  book.") 

C. 

Campaign  badges.    {See  Service  medals.) 

Card ,  descriptive,  of  public  animals.    {See  "  Descriptive  card  of  public  animals.") 
Card, pay.    (Sec  "Pay  card.") 

Card,  record,  of  enlisted  man  of  staff  corps  or  department.    (See  "Record  card  of  en- 
listed man  of  stafl  corps  or  department.") 
Cards,  filing.    (See  "Company  field  desk.") 
Casual  officers  and  enlisted  men 12 


rNTDEX.  M7 

Certificate  of  disability  for  discharge:  Parairraph  No. 

Form  number  of 13S 

Preparation  of,  by  company  commander 133o 

Action  on,  by  regimental  or  post  commander 133b 

Report  oi  board  of  medical  ofDcers 133c 

Action  on,  by  surgeon  of  command 133d 

Notation  of  reason  for  discharge  on  final  statement 133e 

Form  for  discharge  certificate 133/ 

In  case  of  insane  soldier 133; 

Certificate  of  discharge.    (See  "  Discharge  certificate.") 

Certificate  of  furlough  to  reserve: 

Form  number 15fi 

To  be  signed  by  field  ofQcer  of  regiment  or  other  organization  or  by  commanding 

officer 155a  (1)  and  (a) 

Signature  of  company  commander 155o  (3) 

Furlough  to  reserve,  when  effective 1666 

Forms  to  be  kept  in  personal  custody  of  company  commander 155<l 

Loss  of 155e(l) 

Not  to  be  forwarded  in  correspondence 155e  (2) 

Not  to  be  prepared  on  typewriting  machine 156/ 

Notation  on— 

Cause  of  furlough  to  reserve 155c 

Of  character  given  soldier loSg 

In  case  of  soldier  retained  in  service  to  make  good  time  lost  or  for  the  conven- 
ience of  Government 165h 

Of  amoimts  paid  on  final  statements 155J 

In  case  of  soldier  fitted  for  commission  in  volimteers 156j 

Disposition  of  service  record  and  individual  equipment  record 166k 

(See  also  "Furlough  to  reserve.") 

Change,  date  and  hour  of,  how  noted  on  company  morning  report l«o 

Change  in  status,  report  of.    (See  "  Report  of  change.") 

Changes  in  command,  how  noted  on  company  morning  report 14* 

Character: 

Notation  of— 

On  certificate  of  furlough  to  reserve 155^ 

On  discharge  certificate 157j  (2) 

Charge  sheet :  Form  number 15ft 

Charges  for  trial  by  court-martial: 

Preparation  of 159o 

Accompanied  by 159& 

Evidence  of  previous  conviction  to  accompany 159c  and  e 

Statement  of  testimony  to  be  expected  from  material  witnesses 159i 

Notations  on  service  record  in  case  of  conviction I59g 

Forms  for  synopses 159fc 

Charges,  statement  of.    (See  "Statement  of  charges."  ) 

China  and  glassware:  Broken  in  service 67c,  176d 

Citations,  notation  of: 

On  service  record 116 

On  discharge  certificate 157n 

Civil  authorities,  absence  in  hands  of: 

Notation  of,  on  morning  report 14ft 

Recorded  as  confinement 189d 

Classifl^cation  in  pistol  practice.    (See  "Report  of  Individual  clpsslficatlon  in  pistol 
practice.") 

Classification  in  rifle  practice.    (See  "Report  of  individual  classification  In  rifle  prac- 
tice.") 

Classification  of  firing  under  special  coarse  A.    (See  "Report  of  classification  of  fiirlng 
under  special  course  A.") 

Clothing  and  equipment  of  soldier: 

Admitted  to  hospital 188« 

Absent  without  leave 192d 

In  confinement 1896(2) 

Transferred 66,185c(4),186h 

Clothing,  issue  of: 

Individual  or  bulk 72 

Individual 73 

In  bulk 74 

Filing  and  disposition  of  record 76 


128  INDEX. 

Clothing  slip.    (See  "Individual  clothing  slip")  Paragraph  No. 

Collections,  company 67 

Combat  practice,  record  of  company 101c 

Company: 

Term  defined 2a 

Detached,  de  fined 2c 

Separate,  defined 26 

Company  collections 57 

Company  combat  practice,  record  of 101c 

Company  commander,  action  taken  by: 

Upon  receipt  of  service  record  of  soldier  Joined  by  transfer  ot  assignment 185c 

When  enlisted  man  Is  transferred  from  company 186 

Before  forwarding  furlough  for  approval 131<J 

When  a  soldier  goes  on  furlough 191« 

Upon  receipt  of  information  of  deathof  soldier 195< 

Company  council  book: 

Form  number 172 

Contents 87 

The  company  fund 88 

Company  coimcil  of  administration 89 

Inspections 9o 

Authorized  expenditures 91 

Instructions 92 

Transfer  of  fund 93 

Property  purchased 95 

Filing 96,210 

(See  also  "Company  lund.") 

Company  council  of  administration 89 

Company  equipment  record: 

Field  and  garrison  equipment 61 

Components  of 62 

Property  loan  record 63 

Pi.eplcnlshment  of  equipment 64 

Articles  turned  in  as  surplus 65 

Articles  retained  by  a  soldier  when  transferred  or  detached 66 

Equipment  worn  out  or  otherwise  rendered  unserviceable 67 

Property  lost,  damaged,  or  destroyed 68 

Transferring  the  company  equipment < 69 

Filing 70,211 

Audit  and  disposition 71 

(See  also  "Property  loan  record.") 

Company  field  desk: 

Use  of  prescribed 199 

Company  field  desk  A 200 

Company  field  desk  B 201 

Filing  cards 202 

Trays- 
Service  record 203 

Miscellaneous  record 204 

Reminder 205 

Record  of  clothing  issues 207 

Descriptive  card  of  public  animals 208 

Correspondence  book  and  documents  file 209 

Company  council  book 210 

Property  records 211 

Individual  equipment  records 212 

Five-year  file  section 213 

Target  record 214 

Permanent  file 215 

Army  Regulations,  special  regulations,  etc 216 

Blank  forms 217 

Stationery 218 

Packing 219 

Company  fund: 

Record  kept  in  company  c  ouncil  book 87 

Definition  of 88 

Meeting  of  company  coimcil  of  administration 89 


INDEX.  129 

Company  fund— Continued.  Paragraph  No. 

.     tospectlons  of  account  of 90 

Authorized  oxpcnditures 91 

Instructions- 
Expenditures  for  food  to  be  made  through  quartermaster 92a 

Entries  of  receipts  and  expenditures 926 

Vouchers 92c 

Changes  and  erasures 92d 

Transfer  of  fimd— 

When  required 93a 

Statement  of  condition  of  fund 936 

Receipt  for  fund 93c 

Form  of  letter  when  fund  is  deposited  in  bank 93(J 

Bank  statement 93/ 

Action  to  be  taken  by  receiving  oflSccr  when^fund  is[not  transferred  as  pre- 
scribed   93j7 

Deposited  in  bank 94 

Property  purchased  from 95 

{See  also  "Company  council  book.") 
Company  morning  report: 

Basis  of  other  records 7 

Forms  for 8,148 

By  whom  prepared  and  to  whom  submitted 9 

Headquarters  company,  by  whom  prepared 10 

Morning  report  day 11 

Attached  and  casual  officers  and  enlisted  men,  how  accounted  for 12 

Name  and  grade 13 

Remarks  on ■. 14 

Authentication 15 

5<>  ■  Model  sections 16 

Rations 16,17 

Station  or  location 18 

Record  of  events ?^:WJ:Vi:l}I.:X^d.y:]^J^.. 19 

Additional  sheets ...1:.'.....'......V.'... 20 

Use  of  indelible  pencil  and  red  ink 21 

Filing 22,2056,215a  (2) 

Company  orders: 

Contents 97 

Detached  companies 98 

Form  of 99 

Filing '.-:.... ..i... 100,215a  (3) 

Company  records: 

Prescribed  methods  only  to  be  used la 

Inspection  of 16 

List  of 5 

Individual,  list  of 6 

Company  return: 

Form  number 37,137 

Prepared  by 37a 

Not  prepared  by  companies  serving  at  regimental  headquarters 38 

Detached  companies 39 

Detachments  of  stafi  corps  and  departments  allowed  to  regiments,  etc 40 

Attached  and  casual  officers  and  enlisted  men 41 

White  and  colored  troops 42 

Special  forms  for  use  by  staff  corps  and  departments 43 

Preparation  of  return 44 

Effective  strength 45 

Alterations  since  last  monthly  return 48 

Record  of  events 47 

Disposl  tion  of  copies 48 

Filing 49,215a  (2) 

Company  sick  report.    (S«e  "Daily  sick  report.") 
Confinement.    (See  "Arrest  and  confinement.") 
Convictions  by  courts-martial: 

Evidence  of  to  accompany  charges 159c 

Copy  of  as  shown  by  service  record 159c 

Notation  on  service  record 159^ 

130207—19 9 


ISO  INDEX. 

Paragraph  No. 

Coordination  and  application,  purpose  ofsectlonon 182 

Correspondence  book: 

Form  number 79, 166 

Parts  of 79 

Entries  In  body  o(  book 80 

Entries  in  Index 81 

Filing  and  disposition 82,209 

(See  also  "  Document  file.") 

Council  book.    (,See  "Company  council  book.") 

Council  of  administration,  company 89 

Courts-martial,  record  of  convictions  by,  entered  on  service  record 159? 

D. 

Dally  sick  report: 

Form  number 23, 150 

Use  of   23a 

Parts  of 23b 

Company  officers'  report 23c 

Medical  officers'  report 23d 

Line  of  duty,  determination  and  entry  of 24 

Erasures  on 25 

Authentication 26 

Filing 27,205,213 

Death: 

How  noted  on  morning  report 14p 

Records  and  forms  involved  in  case  of 1836(19) 

Discontinuance  of  allotment 169d 

Preparation  of  records  and  reports  in  case  of 196 

Action  to  be  taken  by  company  commander  In  case  of 195« 

iSce  also  "Report  of  death,"  "Inventory  of  effects  of  deceased  soldier,"  and  "  De- 
ceased soldier.") 

Deceased  soldier,  inventory  of  effects  of.    (See  "Inventory  of  effects  of  deceased  soldier.") 

Deceased  soldier,  report  of  death  of.    (.See  "Report  of  death.") 

Decorations,  foreign: 
Notation  of  award- 
On  discharge  certificate 157n 

On  service  record 115 

Deposit  book,  soldier's.    (See  "  Soldier's  deposit  book.") 

Deposit  of  company  fund  in  bank 94 

Deposits,  advice  of.    (See  "Advice  of  soldiers'  deposits.") 

Deposits  of  enlisted  men: 

Who  may  make 170a 

Notice  of  intention  to  make 56 

Entry  on  service  record 58d,  170o(3) 

Notation  of,  on  inventory  of  effects  of  deceased  soldier 1386 

If  not  paid  on  final  statement,  action  to  be  taken  by  soldier 1706(3) 

Must  be  drawn  by  soldier  when  discharged  or  furloughed  to  reserve 170c(l) 

Action  in  case  of  deserter 181/ 

(See  also  "Soldier's  deposit  book.") 

Descriptive  card  of  public  animals: 

Form  number 76, 143 

Preparation  and  use  of 76 

Filing 77,204,208 

Final  disposition 78 

Descriptive  list  of  deserter:  Form  number 140 

Deserter: 

Descriptive  list  of,  form  number 140 

Service  record  of 197e 

Individual  equipment  record  of 126 

Pay  card  of 197d 

Notification  in  case  of  deposits 197/ 

Discontinuance  of  allotment  of 169i 

Property  carried  away  by 142e,  160o 

Return  of  to  military  control — 

How  noted  on  morning  report 14  j 

Procedure  in  case  of 198 

(See  also  "Desertion.") 


INDEX.  Ul 

Desertion: 

Notation  of—  Paragraph  No. 

On  morning  rpport 14p,  1976(1) 

On  service  record 1976(2) 

Report  of  survey  in  case  of  property  lost  through 142e 

Forms  and  records  involved  in  case  of 1836(21) 

Procedure  in  case  of 1976 

(See  also  "Deserter.") 
Desk,  company  field.    (See  "Company  field  desk.") 

Detached  company,  term  defined 3e 

Detached  service: 

What  constitutes 190o 

How  noted  on  morning  report Hi 

Forms  and  records  involved  in  case  of 1836(12),  1906 

Service  record  of  soldier 106 

Extract  from  service  record 119a 

Individual  equi pnient  record  of  soldier 125 

Articles  of  clothing  and  equipment  retained  by  soldier 66, 122, 176/ 

Disability,  certificate  of,  for  discharge.  (See  "Certificate  of  disability  for  discharge.") 
Discharge,  certilicate  of  disability  for.  (See  "Certificate  of  disability  for  discharge.") 
Discharge  certificates: 

Form  numbers 157/ 

To  be  signed  by  field  officer  of  regiment  or  other  organization  or  by  commanding 

officer 157a 

Signature  of  company  commander 157a(3) 

Notation  on  in  case  cf  constructive  delivery  of 1576 

Of  enlisted  man  in  confinement 157c 

Notation  on  when  soldier  is  discharged — 

Prior  to  expiration  of  service 1.07^(1) 

On  account  of  misconduct  or  physical  unfitness  for  service 157(i(2) 

On  surgeon's  certificate  of  disability 157<i(3) 

By  reason  of  expiration  of  term  of  service 157(f(4) 

Not  given  to  retired  enlisted  men 157« 

Blank  forms  to  be  kept  in  personal  custody  of  company  commander 157/(1) 

Used  for  discharge  of  enlisted  men  only 157/(2) 

Classes  of 157g 

Honorable,  when  used 157j(l) 

Dishonorable,  when  used 157^(2) 

Discharge,  when  used 157^(3),  181/  (1) 

Not  made  in  duplicate 157/i(l) 

Certificate  of  service  in  lieu  of  lost 157ft(l) 

Must  not  be  forwarded  to  War  Department  in  correspondence 157ft(2) 

Preparation  cf  in  manuscript 157t(l) 

Data  on  must  be  filled  in  in  longhand 157i(2) 

Character  given  soldier  on — 

Noted  on  service  record 157j(l) 

Discretionarj' with  company  commander 157j(2) 

To  be  noted  on  by  company  commander 157j(3) 

Notation  on,  when  soldier  is  retained  in  service — 

Under  A.  W.  107 157fc(l) 

For  the  convenience  of  Governro.ent 157fc(2) 

Explanatoi-y  notation  to  be  made  imder  " Remarks" 1571:(3) 

Notation  on,  of  amounts  paid  on  final  statements 1571 

Notation  on,  in  case  of  soldier  fitted  for  commission  in  Volunteers 157n» 

Notation  on,  of  decorations ,  medals,  and  citations 157n 

(See  also  "  Discharge  of  enlisted  men.") 
Discharge,  notification  of.    (See  "  Notification  of  discharge.") 
Discharge  of  enlisted  man: 

How  noted  on  morning  report 14<j 

Disposition  of  service  record 108o 

List  of  forms  and  records  involved  in  case  of 1836(17) 

When  effective 1 576 

Awaiting  trial  or  sentence 157c(l) 

Prior  to  expiration  of  term  of  service 157(J 

Character  given  on 157^ 

List  of  men  with  date  to  be  discharged 194o 

How  noted  on  duty  roster 3l6,194e 

Procedure  in  closing  individual  records  and  preparing  discharge  papers.. ir... -.-.;. i-  -IMd 
(See  also  "Discharge  certificate.") 


JL88  INDEX. 

Paragraph  No. 

Discharge  of  officer,  how  noted  on  morning  report 147i 

Discontinuance  of  allotmants.    {See  "Allotments  of  enlisted  men,  discontinuance  of.") 

Dishonorable  discharge.    (See  "  Discharge  of  enlisted  men.") 

Dismissal  of  officer,  how  noted  on  morning  report 14n 

Document  file: 

Purpose  and  contents  of S3 

Filing  papers  in 84 

Elimination  of  obsolete  items  in 85, 2096 

Filing  and  disposition  of 86, 209a 

(See  also  "  Correspondence  book.") 

Duty, line  of.    (See  "Line  of  duty.") 

Duty  roster: 

Form  number 28, 151 

Definition  of 28a 

Duty  of  company  commander  with  regard  to 286 

Parts  of 28c 

Roster  for  guard  duty 29 

Roster  for  other  duties 30 

Preparation  and  amendment  of 31 

Abbreviations  for 31c 

Exceptions  to  instructions  for  keeping  of 32 

Filing  of 33,205 

Model  of 34 

E. 

Effective  strength,  how  reported  on  company  return 45 

Effects,  inventory  of,  of  deceased  soldier.     (See  "Inventory  of  effects  of  deceased 
soldier.") 

Emergency  ration,  issue  of 174/ 

Enamel  ware,  purchase  of,  from  company  fund 91» 

Enemy  aliens,  allotments  to 168c 

Enlisted  men: 

Discharge  and  furlough  to  reserve  of,  how  noted  on  morning  report l4o 

Death,  retirement,  and  desertion  of,  how  noted  on  morning  report 14p 

Attached  to  company,  how  accounted  for — 

On  company  morning  report 12 

On  company  return 41 

Attached  to  company  for  pistol  practice 1456(2) 

Attached  to  company  for  rifle  practice 1446(2) 

Of  staff  corps  and  departments,  record  card  of 161 

Report  of  death  of 154 

Furlough  of 139,191 

Retirement  of 196 

Equipment: 

Field  and  garrison 61 

Replenishment  of 64 

Articles  of,  turned  in  as  surplus 65 

Articles  of,  retained  by  a  soldier  when  transferred  or  detached 66 

Articles  of,  worn  out  or  otherwise  rendered  imserviceable 66 

Lost ,  damaged ,  or  destroyed 68 

Transfer  of  company 69 

Of  soldier  admitted  to  hospital 188c 

Of  soldier  absent  without  leave 192(J 

(See also  "Company  equipment  record"  and  "Individual  equipment  record.") 

Equipment  record ,  company.    (See  "  Company  equipment  record.") 

Equipment  record,  individual.    (See  " Individual  equipment  record.") 

Events,  record  of.    (See  "  Record  of  events.") 

Evidence  of  previous  convictions 159c  and  e 

Expenditures  from  company  fund.    (See  "  Company  fund.") 

Extra  duty: 

Notation  of,  on  morning  report 14/ 

Definition  of 187a 

Detail  of  noncommissioned  officer  on 1876 

Pay- 
Limitations  on,  on  foreign  service 1 876 

Cobblers,  cooks,  mess  attendants,  and  tailors 1876 

(See  also  "  Special  duty.") 


INDEX.  188 

Extract  from  service  record:  Paragraph  No. 

Form  number 119, 136 

Function  of llGa 

Preparation  of 114, 119 

Filing 120,2156 

P. 

Field  desk.     (See  "Company  field  desk.") 

Field  equipment.    (See  "Equipment.") 

Field  ration.  Issue  of 17if 

Field  return,  form  number ^- •••'•• 134 

File,  document.    (See  "Document  file.")  '' 

Pile,  five-year.    (See  "Five-year  file.") 

File,  i)ermanent.    (See  "  Permanent  file.") 

Filing  company  records,  method  of: 

Blank  forms 217c 

Company  council  book 96 

Company  orders 100 

Company  return 49 

Correspondence  book 82 

Descriptive  card  of  public  animals 77 

Document  file 86 

Duty  roster 33 

Extract  from  service  record ; 1186, 1206, 203 

Icdl^ddual  equipment  record 130 

Morning  report 22 

Pistol  and  rifle  practice 102, 214 

Property  loan  record 70 

Receiving  report 175c 

Record  of  clothing  Issues 75 

Requisition  for  equipment 173d 

Service  record 1 18o 

Sick  report 27 

S  mall-arms  firing  record 102 

Vouchers,  company  fund 92, 98 

PUIpIno  ration,  Issue  of 174« 

Final  statement: 

Form  number  of 181 

To  whom  issued 181o 

When  not  issued 1816 

Preparation  and  certification  of 181c 

Source  of  date  entered  on 181d 

Priority  of  stoppages  on 181e 

Entries  under  "  Remarks  " 181/ 

Notation  on,  in  case  of  retention  in  service  under  107tL  A.  W 181^ 

Preparation,  In  case  of— 

Soldier  not  paid  since  return  from  desertion , 181ft(l) 

Retirement  of  soldier 181h(2) 

Deceased  soldier 181ft(3) 

Soldier's  deposit  book  in  connection  with 181» 

Transfer  of 18lj 

May  be  cashed  from  comi)any  fund 181fc 

Firing: 

Record  of  small  arms.    (See  "Record  of  small-arms  firing.") 
Record  of  known-distance  rifle.    (See  "Record  of  known-distance  rifle  firing  (Indi- 
vidual).") 
Record  of  pistol.    (See  "Record  of  pistol  firing  (individual).") 
Record  of  known  distance,  special  course  A.    (See  "Record  of  known-distance  rifle 

firing  (individual),  special  course  A.") 
Score  card  for.    (See  "Score  card  known-distance  rifle  practice,  special  course  C") 
Report  of  rifle.    (See  "Report  of  mdivldual  classification  in  rifle  practice.") 
Report  of  pistol.    (See  "Report  of  individual  classification  in  pistol  practice.") 
Report  of  rifle;  special  course  A.    (See  "Report  of  individual  classification  of  firing 

under  special  course  A.") 
Record  of  instruction  combat.    (See  "  Record  of  small-arms  firing.") 
Record  of  combat.    (See  "  Record  of  small-arms  firing.") 
Record  of  proficiency  test.    (See  "  Record  of  small-arms  firing, ' ') 


184  INDEX. 

Five-year  file:  Paragraph  No. 

Use  prescribed 3, 201 

Wliere  kept 201& 

Dl\'i3ion  card  for 213o 

First  year  card  of 2136 

Rotation  of  cards  in '. 213c 

Foreign  decorations.    (See  "Decorations,  foreign.") 

Fund,  company.    (See  "Company  fund.") 

Furlough: 

Form  number 139 

.. ,  Limits  prescribed  to  be  stated  on 139i( 

"  Authority  under  which  granted  to  be  stated  on 139c 

Facts  shown  under  "memorandum"  on iZQd 

Granted  to  soldiers  serving  beyond  continental  limits  of  United  States 139« 

Soldier  on,  reporting  at  station  other  than  liis  own 139/ 

Forms  and  records  involved  in  case  of 1836(14) 

Notation  of,  on  company  and  individual  records 1916 

I  „  Action  by  company  commander  before  forwarding  for  approval lOld 

Facts  concerning,  of  which  soidier  will  be  apprised  befoie  departure  on I9le 

Commutation  of  rations  incident  to 191/ 

Loss  of 191^ 

Furlough  to  reserve: 

Certificate  of.    (See  "Certificate  of  furlough  to  reserve.") 

When  cfTective 1556 

Forms  and  records  involved  in  case  of 1836fl8) 

Report  of.    {See  "Report  of  furlough  to  reserve.") 

Discontmuance  of  allotment  of  soldier  in  ease  of 169d 

Procedure  in  closing  individual  records  and  preparing  furlough  papers 194<i 

(See  also  "Certificate  of  furlough  to  reserve"  and  "Report  of  furlough  to  reserve.") 

Q. 
Gains  by  transfer  and  assignment: 

Forms  and  records  involved  in  case  of 1836  (3)  and  (4),  185a,  1856 

Action  of  company  commander  on  receipt  of  service  record  in  case  of 185c 

Garrison  equipment.    (See  "Equipment.") 

Garrison  ration,  Issue  of 174e 

Glassware  broken  in  service,  dropped  from  property  loan  record 67c,  I76d 

Grade: 

How  indicated  in  "  Remarks  "  on  morning  report 136 

All  changes  of,  to  be  noted  on  morning  report 146 

Change  of— 

How  effected  in  the  company 1845 

Forms  and  records  involved  in  case  of 1836  (1)  and  (2),  184c 

Recommendations  for  appointment,  promotion,  and  reduction  of  noncommis- 
sioned olBcers 1846 

Guard  duty,  roster  for.    (See  "  Duty  roster.") 

H. 

Headquarters  company  morning  report: 

Form  nmnber ,i>^\,,.. ,.',,. 149 

By  whom  prepared 10 

Attached  officers  and  enlisted  men,  how  accounted  for  on 12 

(See  also  "Company  morning  report.'') 
Hospital: 

Clothing  and  equipment  of  soldier  admitted  to 188c 

Individual  equipment  record  of  soldier  admitted  to 125<J,  188c,  188(4 

Service  record  of  soldier  admitted  to 188d 

(See  also  "Daily  sick  report"  and  "Sickness.") 


Indelible  pencil,  use  of,  in  preparing  morning  report , 

Index  of  correspondence  book.    (See  "Correspondence  book.") 

Individual  classification  In  firing  under  special  course  A,  report  of.  (See  "Report  of 
classification  in  firing  under  special  course  A.") 

Individual  classification  in  pistol  practice,  report  of.  (See  "Report  of  individual 
classification  in  pistol  practice.") 

Individual  classification  in  rifle  practice,  report  of.  (See  "Report  of  individual  classi- 
fication In  rifle  practice.") 


INDEX.  136 

Individual  clothing  slip:  Paragraph  No. 

Form  number 72, 171 

Use  of 72, 73, 74 

Filing  and  disposition 76 

Individual  equipment  record: 

Form  number 121, 163 

Class  of  property  entered  on 121 

Entries  on,  for  property  issued 616, 64c,  122o 

Entries  on,  for  property  turned  in 1226 

Entries  on,  in  case  of  lost  or  damaged  property 123 

Transfer  of  record  from  old  to  new  form 124 

Completion  and  disposition  of,  in  case  of— 

Transfer  or  detachment 125 

Desertion 126 

Honorable  discharge,  furlough  to  reserve,  or  retirement 127 

Death 128 

Discharge  other  than  honorable 129 

Filing 130,212 

Individual  issue  of  clothing.    (See  "Clothing,  Issue  of.") 

Individual  record  of  known-distance  rifle  practice.    (See  "Record  of  known-distance 
rifle  practice  (individual).") 

Individual  record  of  known-distance  rifle  practice  (individual),  special  course  A.    (See 
"Record  of  known-distance  rifle  firing  (individual),  special  course  A.") 

Individual  record  of  pistol  practice.    (See  "Record  of  pistol  practice  (individual).") 

Individual  records,  list  of 6 

Indorsements  on  service  record.    (See  "Service  record.") 

Ink,  red,  use  of,  on  morning  report 12, 21 

Insane  soldier,  certificate  of  disability  in  case  of 133? 

Inspection: 

Of  company  records 16 

Report.    (See  "Inventory  and  inspection  report.") 

Of  company  fiind  account 90 

Of  public  property.    (See  "Inventory  and  inspection  report.") 

Instruction  combat  practice,  record  of 101c 

Insurance,  war  risk,  change  or  discontinuance  of 116 

Intoxicating  liquors,  purchase  of,  from  company  fund  not  authorized 91e 

Inventory  and  inspection  leport: 

Formnvunber 178 

Instructions  for  preparation  and  use  of 178 

As  vouchers  to  property  loan  record 67, 142, 178/ 

Inventory  of  eCects: 

Form  number 138 

Duty  of  company  commander  to  secure  effects 138a 

Preparation  and  disposition  of 138a,  138(2 

Notation  on,  of  deposits 1386 

Public  property,  not  to  be  included  in 138c 

Issue  of  clothing.    (See  "  Clothing,  issue  of.") 

K. 

Known  distance  rifle  firing.  Individual  record  of.    (See  "Record  of  known-distance 

rifle  firing  (individual).") 
Known-distance  rifle  firing  under  special  course  A,  record  of.    (See  "  Report  of  known- 
distance  rifle  firing  (individual),  special  course  A.") 
Known-distance  rifle  practice,  report  of  classification  in.    (See  "  Report  of  individual 
classification  in  rifle  practice.") 

L. 
Leave  of  absence: 

How  noted  on  morning  report 14 

Transfer  of  company  fund  before  departure  of  company  commander  on 93o 

Records  involved  in  case  of 1S36  (13),  191o 

Line  of  duty ,  determination  and  entry  of,  on  daily  sick  report 24 

Liquors,  intoxicating,  purchase  of  from  company  fund  prohibited 91c 

List  of  company,  purpose  of 194o 

Live  file,  use  of  "  Reminder  "  as 205e 

Loan  record.    (See  "  Property  loan  record.") 

Location  or  station,  how  noted  on  morning  report 18 

Loose-leaf  binder,  individual  record  filed  in ,     212 


18«  INDEX. 

M.  Paragraph  No. 

Mess  sergeant,  extra  pay  to 91/ 

Method  of  filing  company  records.    (See  "Filing  of  company  records,  method  of.") 

Miscellaneous  record  tray: 

Contents  of 204 

Document  file  and  correspondence  book  filed 20fl 

Company  council  book  filed  in 210 

Missing  in  action: 

IIow  noted  on  morning  report 141 

Forms  and  records  Involved  in  case  of 1836  (16) 

Disposition  of  individual  records  and  effects  of 193 

Model  duty  roster 34 

Model  sections  of  company  morning  report 7, 16, 19 

Money,  loan  of,  from  company  fund 91^ 

Monthly  return.    (See  "Company  return.") 

Morning  report  day 11 

Morning  report.    (See  "Company  morning  report.") 

N. 

Name,  how  shown  on  morning  report 13o 

Noncommissioned  officer: 

Appointment,  promotion,  and  reduction 184 

(See  olso  "Grade.") 

Warrant,  form  number 141 

Notification  of  discharge,  instructions  for  preparation  of 132 

O. 

Obsolete  items,  elimination  of,  from  document  file 85,209 

Officers,  commissioned: 

Kesignation,  discharge,  or  dismissal  of,  how  noted  on  morning  report 14fi 

Death,  retirement,  or  desertion  of,  how  noted  on  morning  report 14p 

Attached  to  company,  how  accounted  for — 

On  morning  report 12 

On  company  return 41 

Attached  to  company  for  target  practice,  record  of 1446, 145B 

Report  of  death  of 154 

Leave  of  absence  of 191 

Officers,  noncommissioned.    (See  "  Noncommissioned  officer.") 

Orders,  company.    (See  "Company  orders.") 

P. 

Pay  card: 

Form  number 164 

To  accompany  service  record  of  soldier  upon  separation  of  soldier  from  active 
service '. 1086 

Pay,  extra  duty.    (See  "Extra  duty.") 

PajTnent  of  company: 

Company  collections  made  on 67 

Procedure  after 58 

By  express 59 

(See  also  "Pay  rolls.") 

Pay  rolls: 

Form  number 179,180 

Instruction  for  preparation  of,  where  found SO 

Preparation  of,  by  personnel  adjutant 61 

Of  separate  and  detached  companies— 

By  whom  prepared 52 

Procedure  when  company  is  detached 63 

Procedure  when  company  rejoins  regiment  or  station 64 

Signing  and  extension  of 65 

(See  also  "  Payment  of  company.") 

Permanent  file: 

Use  prescribed 3,200,201 

Consists  of 215a 

Transfer  of  records  to 2156,216c 

Pistol  firing: 

Record  of.    (See  "Record  of  pistol  firing  (individual).") 

Report  of.    (See  "Report  of  individual  classification  in  pistol  practice.") 

Pool  table,  payment  of  attendant  for 91d 


INDEX.  187 

-,   _,  Paragraph  No. 

Previous  convictions,  evidence  of 159 

Proflciency  test, record  of lOlc 

Promotion  of  noncommissioned  officer Ig4 

Property: 

Public.    {See "Public property.") 

Purchased  from  company  fund,  record  of gyj,  95 

Property  loan  record: 

Form  number 62^  177 

Name  and  location  of  company,  how  shown  on 63a 

Property  listed  on 636  64 

Transactions  recorded  on fl3g  53^ 

Entrieson— 

For  property  turned  in :..i.i. 66 

Articles  retained  by  soldier  when  transferred  or  detached 68 

Equipment  worn  out  or  othcnvise  rendered  unserviceable 67 

Property  lost,  damaged,  or  destroyed 68 

Action  required  with  regard  to,  upon  transfer  of  company  equipment 69 

Filing  of !."*70,211 

•  Audit  and  disposition  of yj 

Public  animals,  descriptive  card  of.    'See  "  Descriptive  card  of  public  animals.") 
Public  property: 

Lost,  damaged,  or  destroyed— 

Notation  of,  on  individual  equipment  record 123 

Report  of  survey  on 142 

Through  fault  or  neglect  of  an  officer  or  enlisted  man 160 

Inspection  of,  with  view  to  condemnation 178 

Not  to  be  Included  on  inventoiy  of  effects  of  deceased  soldier 13gc 

"p 

Ration: 

Definition  of 17a,  174a 

Components  and  substitutive  equivalents  of 174;; 

(See  also  "Rations"  and  "Ration  returns.") 

Ration  account  on  morning  report 15  17 

Ration  returns: 

Form  nimiber I74 

Notation  on,  of  net  number  of  rations  and  net  commutation  due m 

Preparation  of 174^ 

{See  also  "Ration"  and  "Rations.") 

Rations: 

Strength  for,  noted  on  morning  report  ration  account 17 

Classes  of 1745 

Components  and  substitutive  equivalents  of 174e 

Extra  issues 174^ 

Issue  of  garrison,  travel,  and  Filipino 174e 

Issue  of  field,  reserve,  and  emergency I74/ 

Commutation  of,  incident  to  furlough igjy 

{See  alio  "Ration"  and  "Ration  returns.") 

Receiving  report: 

Form  number I75 

Instructions  given  relate  only  to  use  of,  in  the  company 175a 

Use  of,  when  property  is  returned  or  turned  in  for  salvage 65,1756,176* 

Use  of,  when  company  equipment  is  transferred 69  17Se 

Record  card  ofenlistedmen  ofstaff  corps  or  department 161 

Record,  company  equipment.    {See  "Company  equipment  record.") 

Record,  individual  equipment.    {See  "  Individual  equipment  record.") 

Record  of  clothing  issues.    {See  "Clothing,  issue  of.") 

Record  of  company  proficiency  test lOic 

Record  of  events: 

On  morning  report ig 

On  company  return 47 

Record  of  known-distance  rifle  firing  (individual): 

Form  number Jj^'J^Jiii'^ 144 

Instruction  for  preparation  of. 144a 

Disposition  of ,  of  officers  and  enlisted  men  attached  to  company 1446 

{See  also  "Record  of  small-arms  firing.") 

Record  of  known-distance  rifle  firing  (individual),  special  course  A 163 


138  INDEX. 

Record  of  pistol  firing  (individual):                                                               Paragraph  No. 

Form  number 146 

Instruction  for  preparation  of 145o 

Disposition  of,  of  oflQcers  and  enlisted  men  attached  to  company 1456 

(See  also  "  Record  of  small-arms  firing.") 

Record  of  small-arms  firing: 

Components  of 101 

Filing  and  disposition  of 102,213,214 

Record,  property  loan.    {See  "  Property  loan  record.") 

Record,  service.    (See  "Service  record.") 

Records,  company.    (See  "Company  records.") 

Records,  Individ ual,  list  of 6 

Red  ink,  use  of 12,21 

Reduction  of  noncommissioned  officer 1846 

Remarks  on  morning  report 14 

Reminder,  company  field  desk: 

Contents  of 205 

Rotation  of  date  cards  In 205o 

Setting  up  the 2056 

Blank  forms  filed  In 205c 

Slips  for,  preparation  of 205(J 

Use  of  as  a  live  file 205< 

Report  of  change 35 

Report  of  death: 

Form  number 154 

Preparation  and  disposition  of 154o,  1956 

In  case  deceased  is  absent  from  proper  organization  or  command 1546 

Carbon  copies  of 1 64c 

Report  of  furlough  to  reserve: 

Form  number 168 

"When  prepared 158a 

Disposition  of 1586 

Report  of  individual  classification  in  pistol  practice 147 

Report  of  individual  classification  in  rifle  practice 146 

Report  of  individual  classification  of  firing  under  special  coiirse  A 152 

Report  of  survey: 

Form  number 143 

Used  for  all  classes  of  property 142o 

For  property  damaged,  deteriorated,  or  lost  except  in  transit 1426 

Action  to  be  taken  in  case  of  property  damaged,  lost,  or  stolen  while  in  transit 142c 

Classes  of  unserviceable  property 142d 

In  case  of  deserters 142« 

Detailed  instructions  for  preparation  of 142/,  li2g 

Disposition  of  copies  of 142J» 

Requisition: 

Form  number 173 

Instructions  given  relate  to  use  of  in  company 173a 

Preparation  of 64,67,173,176d 

Reserve,  furlough  to.    (See  "Furlough  to  reserve";  see  also  "Certificate  of  furlough  to 
reserve,"  and  "Report  of  furlough  to  reserve.") 

Resignation  of  officer,  how  noted  on  morning  report Hn 

Retirement: 

Of  enlisted  men — 

How  noted  on  morning  report 14p 

Form  for  application  for 156 

Preparation  and  disposition  of  appUcation  for 198 

Action  to  be  taken  upon  receipt  of  order  for 196d,  196e,  196/ 

Discontinuance  of  allotment  in  case  of 169d 

Of  oflBcer,  how  noted  on  morning  report 14p 

Return,  company.    (See  "Company  return.") 

Return,  ration.    (Sec  "Ration  return.") 

Roster: 

Duty.    (See  "Duty  roster.") 

Of  troops 36 


e,  property  turned  in  for 676,176« 

Score  card,  known-distance  rifle  practice,  special  courseC 162 


INDEX.  1«8 

Separate  company:  Paragraph  No. 

Termdoflned 26 

Roster  of  troops  of 366 

Service  medals,  Issue  of  noted  on  service  record 115 

Service  record: 

Action  to  be  taken  by  company  commander  upon  receipt  of .j:.ji.*ii; 185c 

Additional  space  for  entries  on 113 

Changes  in  entries  on Ill 

Disposition  of,  in  case  of — 

Discharge 108a  (1) 

Furlough  to  reserve 108a  (2),  155fc 

Death 108a  (3) 

Retirement 108a  (4) 

Desertion 108a  (5),  197< 

Dishonorable  discharge  the  execution  of  which  is  suspended 108a  (6) 

Extract  from.    (See  "  Extract  from  service  record.") 

Filing  of 118a 

Formnimiber 135 

Forwarding  to  first  station 104 

Indorsements  on,  data  to  be  included  in 107 

Initialing  entries  on 113 

Notation  on— 

Of  allotment 1C8/ 

Of  discontinuance  of  allotment 169c 

Of  deposits 170a 

Of  soldier  transferred  or  detached 106,  lS8d 

Old  form,  instructions  governing  use  of 117 

Opening  of 103 

Procedure  in  case  of  lost 110 

Temporary 109 

Transcribing  target  record  to 102c,  153cZ,  lC2c 

Transmission  of  to  company 105 

Shipping  ticket: 

Form  number 176 

Instructions  for,  relate  only  to  use  of  in  company 176a 

Use  of— 

In  issue  of  equipment 64a,  1766, 176c 

In  dropping  china  and  glassware 176d 

In  case  of  soldier  transferred  or  detached 176/ 

Issue  of  clothing 73,74,75 

Sickness: 

Notation  of,  on  morning  report lig 

Forms  and  records  involved  in  case  of 1836  (7) 

Notation  of,  on  service  record 1886 

Clothing  and  equipment  of  soldier  admitted  to  hospital 188c 

Service  record  of  soldier  absent 188d 

(See  also  "Daily  sick  report"  and  "Line  of  duty.") 
Sick  report,    (See  "  Daily  sick  report. ") 

Small-arms  firing,  record  of.    (See  "  Record  of  small-arms  firing. ") 
Soldier's  deposit  book: 

Form  number 170 

Contents  of 170o(2) 

Transfer,  pledge,  or  sale  of,  prohibited 170a(4) 

Presented  to  quartermaster  with  final  statement 1706(1 ) 

Aflidavitincaseoflossof 1706(2),  194d(6) 

Disposition  of,  if  found  among  eHocts  of  deceased  soldier 170c(2) 

(See  also  "  Deposits  of  enlisted  men.") 
Special  course  A: 

Report  of  individual  classification  of  firing  under 152 

Record  of  known-distance  rifle  flriog  (individual) 153 

Special  course  C;  score  card  known-distance  rifle  practice 162 

Special  duty: 

Notation  of,  on  morning  report 14/ 

Forms  and  records  involved  In  case  of 1836(6),  187 


140  INDEX. 

Statement  of  charges:  Paragraph  No. 

Form  number 160 

For  property  lost,  damaged,  or  destroyed 68, 160a 

Instructions  for  preparation  of ICOW,  160c 

Notation  of  amounts  on  pay  card  and  pay  roll I60d 

As  vouchers  to  property  loan  record 160/ 

Stationery,  supply  of,  carried  in  company  field  desk 218 

Stoppage,  part  collection  of 60 

Strength  for  rations,  notation  of,  on  morning  report  ration  account 17 

Survey,  report  of.    (See  "Report  of  survey.") 

T. 

Table  of  basic  allowances 63,  122 

Target  record.    (See  "  Record  of  small-arms  firing. ") 

Temporary  service  record 109 

Time  lost  to  be  made  good  under  107th  A.  W.: 

Absence  without  leave  and  desertion 192c 

(Confinement 1896 

Sickness 246,1886 

Transfer  of  enlisted  men: 

Notation  of  on  morning  report I'lfi 

Forms  and  records  involved  in  case  of 1836(3),  1836(5) 

Articles  retained  by  soldier 1707,66 

Service  record  in  case  of 106 

Individual  equipment  record  in  case  of 125 

Gains  by 185 

Loss  by 186 

Travel  ration,  issue  of 1  "4  « 

Trays  for  company  field  desk:  Service  record  and  miscellaneous  record 1996, 203, 204 

U. 

United  States  Volunteers,  notation  that  soldier  is  fitted  for  commission  in,  on: 

Certificate  of  furlough  to  reserve 155^ 

Discharge  certificate 157m 

V. 

Volunteers.    {See  "United  States  Volunteers.") 

Vouchers: 

Company  fund 92, 96 

Property  loan  record 62 

W. 

War  diary 165 

Warrant,  noncommissioned  officers 141 

Y. 

Year  cards,  rotation  of,  in  five-year  file 213c 

Z. 

Zone  finance  officer,  Washington,  D.  C,  notification  from,  of  discontinuance  of  allot- 
ment      169c 


o 


V 


V 


